Administration and Finance Officer at Counterpart International

REPORTS TO: Grants, Finance & Compliance Manager

Counterpart International is a global development organization that empowers people and communities to implement innovative and enduring solutions to social, economic, and environmental challenges. For 50 years, Counterpart has been forging partnerships with communities in need to address complex problems related to economic development, food security and nutrition, and building effective governance and institutions.

SUMMARY:

Counterpart International is seeking an Administration and Finance Officer for the USAID-funded five and half years Fostering Accountability and Transparency in Zambia (FACT Zambia) project. The program will improve the ability of Zambian civil society organizations (CSOSs) and citizens to collaborate with selected government entities to enhance and promote transparency and accountability in the delivery of targeted public services. The first objective of the program is to encourage civic participation among Zambians by strengthening the ability of CSOs to engage with grassroots constituencies in the areas of education, health and HIV/AIDS, sustainable rural livelihoods, and environment. The second objective aims to increase and improve the engagement between citizens and government service providers in these sectors.

The Administrative and Finance Officer will report to the Grants, Finance & Compliance Manager and will be responsible for ensuring that administrative and procurement tasks are completed and documented as required.

DUTIES AND RESPONSIBILITIES:

Administration:

• Manage Counterpart’s office space in Lusaka and oversee any logistics needs.
• Liaise with service providers for Counterpart’s office, negotiating and complying with service contracts, and pay bills.
• Provide administrative support, as needed, to the project’s activities.
• Assist with travel logistics for staff.
• Provide administrative support, as needed, to the program activities.
• Preparing bank cheques on a regular basis.
• Preparing payment vouchers for various payments
• Booking venues and accommodation for different activities and for staff respectively.
• Provide oversight on project document filling and records keeping.
• Ensure proper management of project vehicles, regular maintenance and use of vehicle logbooks.
• Supervise the programme transport needs (daily movement of vehicles).
• Oversee fuel usage for all vehicles as well as vehicle maintenance schedules and requirements.
• Supervise programme drivers and allocate trips accordingly.

Communications:

• Provided administrative contact with partners and other stakeholders by maintaining a contact database.
• Ensure the smooth operation, use, maintenance, and monitoring of communications equipment (computers, mobile phones, etc.).
• Brief project staff on the operation and the terms of use of communications equipment.

Inventory Management

• Ensure the safe storage of all office equipment, stationary and other materials.
• Manage storage and inventory (logistics equipment, stationery and cleaning products).
• Monitor and record the usage of project all supplies and ensure the replenishment of stocks.
• Ensure the project inventory is kept updated.
• Drafting of correspondence letters and other documents when delegated to do so.

Procurement:

• With supervision from the Grants, Finance & Compliance Manager initiate the procurement and purchase of goods in compliance with Counterpart and donor rules and regulations as well as local regulations.
• Draft and distribute Requests for Quotations (RFQ), collect verbal and written price offers, assist in locating potential vendors, draft memos of selection, and conduct visual compliance search.
• Deliver purchase orders and other procurement documents as needed.
• Oversee the procurement and purchase of goods in compliance with Counterpart and donor rules and regulations as well as local regulations.
• Draft and distribute Requests for Quotations (RFQ), collect verbal and written price offers, and assist in locating potential vendors.
• Prepare the procurement packages in compliance with the Counterpart Procurement policies.
• Collect procurement quotations.
• Receive and record all items procured, and also delegate to the office assistant to receive some good/materials.
• Responsible for reviewing and support all procurement process that are being undertaken by all members of staff, following the CPI procurement manual.

Finance:

• Support financial management process in accordance to Counterpart procedures and policies.
• Responsible for the petty cash management ensuring the log and cash in hand reconciles.
• Acts as a bank agent and assists with other transactions as required including payments to suppliers, administering cash advances to staff in accordance to Counterpart policies and procedures.
• Reconcile monthly fuel usage with vehicle use

Supervision:

• Supervise the Office Assistant and Driver/logistics assistant
• Other duties and responsibilities as assigned.

QUALIFICATIONS:

• Bachelor Degree in logistics, administration, business, management, or other related sector.
• Minimum of five years of demonstrated experience in office management, logistical coordination, administration or other related work experience.
• Experience of USAID regs and rules highly desirable
• Computer knowledge skills, including Microsoft Word, Excel and the Internet.
• Demonstrated leadership, organizational and analytical skills, rigor and ability to prioritize goals.
• High level of interpersonal and communication skills.
• Ability to work well in a team environment, able to work effectively with local partners, donors, project staff, and other project stakeholders.
• Good command of spoken and written English.

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