FINANCE AND ADMINISTRATION OFFICER – South East Atlantic Fisheries Organisation (SEAFO) 635 views

Company Details

South East Atlantic Fisheries Organisation (SEAFO)

SEAFO Secretariat, Swakopmund, Namibia

064 406 885

Experience

3+ Years

Remuneration:
The company offers a competitive remuneration package which will be discussed during the interview

Commencement Date
01 November 2023

Duration:
Permanent staff after six months of probation

Nationality:
Namibian citizen or a Contracting Party citizen with permanent residence in Namibia.

ABOUT the South East Atlantic Fisheries Organisation (SEAFO)
The South East Atlantic Fisheries Organisation (SEAFO) is a regional fisheries management organisation in South East Atlantic Ocean established in line with the provisions of the United Nations Law of the Sea (Article 118) and United Nations Fish Stocks Agreement (UNFSA). SEAFO is an intergovernmental fisheries science and management body with the primary objective to ensure the long-term conservation and sustainable use of all living marine resources in the South East Atlantic Ocean, and to safeguard the environment and marine ecosystems in which the resources occur. Contracting Parties to SEAFO is Angola, EU, Japan, Namibia, Republic of Korea, and South Africa. The Parties forms the Commission and supports the operations of the Secretariat. The Commission became fully functional as from March 2005. .

SEAFO is governed through the Annual Meetings with its operational decision making body being the Commission which is assisted by the Scientific Committee, Compliance Committee and the Administration and Finance Committee. The Secretariat of SEAFO is located in Swakopmund, Namibia. The Executive Secretary and the Secretariat shall perform the functions delegated to them by the Commission.

GENERAL ROLES AND RESPONSIBILITIES
SEAFO is seeking to hire a FAO with prerequisite skills and experiences to, among others, assist in the finance and administration of the Secretariat. The FAO will work under the direct supervision of the Executive Secretary. look after the Secretariat’s financial records and are responsible for the full implementation of staff rules and regulations. His/her work is scrutinized by independent finance auditors and by SEAFO. He/she works under the supervision of the Executive secretary.

SPECIFIC DUTIES:
Procurement, Finance and Administration
Maintains complete sets of financial records and prepares monthly financial statements (e.g., bank reconciliation, grants and parties contributions using Pastel software).
Prepares the annual billings to Contracting Parties and collects membership contributions
Prepares documents, working papers and financial statements for the Annual Audit
Administers payrolls and benefits
Assist in the preparation of the budget
Reclaim of VAT
Submission of PAYE summaries to Inland Revenue
Social security contributions of staff members
Liase with the bank regarding the online banking setup and maintenance
Being responsible for enough money in the expense bank account by arranging
Liaise with suppliers/service providers
Obtain quotations from suppliers
Prepare purchase orders for certification by the Executive Secretary (ES)
Capture vendors in automated financial system, once approved by the ES.
Prepare monthly payment requisitions
Load payments in online banking system
Capture invoices into the financial system
Maintain petty cash and prepare cash reconciliations
File all receipts and disbursement records for auditing purposes
Maintain and update fixed asset register
Filing of procurement and administration documents as appropriate
Keep updated electronic records of SEAFO documentation and meeting reports
Assist the ES with travel arrangements
Calculate and load payments of travel allowance and other travel expenses
Receives telephones calls and post
Renew subscription to postal box annually
Human Resources
Keep record of leave days of the SEAFO Secretariat staff
Ensures implementation of the SEAFO staff rules and regulations and consults with the Executive Secretary to that regard.
Secretarial Duties
Keep record of the SEAFO Contracting parties and observers contact details.
Update the Chairperson, contact persons and Heads of delegation contact information.
Prepare the invitations to the annual meetings.
Manage the registration for the annual meetings.
Prepare attendance lists with contact information for each subsidiary body meeting.
Arrange venues and functions for physical annual meetings
Arrange meeting support like translators and sound equipment.
Set up of meeting venues
Providing on-site secretarial support as requested during annual meetings
Contributes to the preparation of provisional agendas of SEAFO meetings
Prepare the Adminisistration and Fincance Report for the annual meetings
Arrange internal meetings at the Secretariate office
Performs as rapporteur for SEAFO meetings upon request
Prepare documents relating to customs clearance for incoming/ outgoing of cross border commodities
Arrange for upgrade and maintenance of office equipment and infrastructure
Supervise the cleaner and cleaning materials
Purchase stationary and other office supplies needed using own transport

Other Duties
Participates in continues training to update his/her professional working knowledge and skills with consent of the Executive Secretary and his/her own initiative or when requested
Performs other tasks upon request of the Executive Secretary and take added responsibilities as agreed with the Executive Secretary.

QUALIFICATIONS, SKILLS AND COMPETENCIES
Bachelor/ B-Tech degree in Accounting / related field will be an advantage.
A minimum of 3 years of experience in administration and finance
Experience with Sage Pastel Accounting System (including HR and payroll)
Excellent computer skills (Outlook emails, MS Word, excel & PowerPoint)
Accounting background
Ability to work as a team
High integrity, strong result orientation, drive for excellence and takes initiative
Ability to work unsupervised
Excellent verbal and written communication skills
Ability to multitask, work under pressure and pay attention to detail
Ability to work in multi-cultural and bilingual settings
Excellent organisational and inter-personal skills
Fluency in spoken and written English with knowledge of Portuguese language as an added advantage
Own transport for Secretariat work