PROJECT FINANCE AND ADMINISTRATION PROFESSIONAL – GIZ

Description
The projects MakeIT in Africa/Namibia and Start-Up Namibia are looking for a Project Finance & Admin Professional. The position is split on a 50/50 basis between the two projects.

Responsibilities

The finance & admin professional is responsible for:
▪ Providing administrative services for the projects
▪ Meeting the administrative needs of the offices independently, with a minimum of intervention
▪ Managing the support and administrative staff at the programme office
▪ Ensuring that financial and administrative regulations are complied with
▪ Contributing on request to the administrative and finance structure and processes at Cluster level (e.g. specific focal point function)

The admin and finance professional performs the following tasks:

B. Tasks

1. Coordination

The finance and admin professional:
▪ Ensures that information is exchanged between projects/programme staff, partners and other institutions
▪ Accompanies the projects/programme manager or other team members to meetings if necessary
▪ Prepares and organises internal meetings

2. Administration

The finance and admin professional:
▪ Is responsible for organising administrative and logistical aspects of project activities (meetings, workshops, etc.)
▪ Coordinates with the GIZ Country Office on the mode of service delivery
▪ Ensures that computers and software function properly
▪ Monitors the availability of accessories and stocks and carries out procurement in accordance with guidelines
▪ Is responsible for filing documents in reference files or in DMS in line with GIZ’s filing rules
▪ Manages confidential files, specifically in the areas of personnel and finance

3. Finance and Accounting

The finance and admin professional:
▪ Helps prepare the projects’ budget planning
▪ Helps monitor expenses in accordance with the budget
▪ Manages and monitors the monthly accounting and financial plans
▪ Is responsible for financial management, such as cash withdrawals, keeping the cashbook, bank accounts, preparing and entering vouchers
▪ Checks travel expense statements of staff for approval by the superior
▪ Initials cash withdrawals for the projects
▪ Carries out spot checks of the cash and bank book
▪ Checks requests for funds before release
▪ Prepares monthly project accounting
▪ Monitors communication and interaction between governmental institutions, NGOs and society by analysing the media, engaging in direct dialogue, and participating in meetings and seminars etc.
▪ Assists in maintaining Onsite Operations (GIZ online project planning and monitoring tool)

4. Other duties/additional tasks

The finance and admin professional:
▪ Performs other duties and tasks at the request of management in the projects or at Cluster level

Requirements
C. Required qualifications, competences and experience

Qualifications

▪ Minimum Grade 12 Graduation AND relevant specialisation and qualification in project administration and project management (incl. diplomas and short courses)
• University degree in accounting, business or a similar subject.

Professional experience
▪ At least 5 years’ professional experience in a comparable position
▪ Professional experience with the project’s target group: start-ups, innovators, digitalization

Other knowledge, additional competences
▪ Very good working knowledge of ICT technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office), GIZ-internal ICT tools (i.e. Onsite Operations, WinPACCS, etc) and social media
▪ Excellent knowledge of English, ideally a knowledge of German
▪ in-depth understanding of financial planning and accounting
▪ broad experience of management and administration
▪ willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management
▪ flexibility, willingness to innovate, and love for start-ups and enterprise development