VIS Ghana Calls For Job Applications
POSITION: Administrator
Company Profile
Since 2015, VIS GHANA has been a certified Italian non-governmental organization functioning in Ghana. The group operates in the Greater Accra, Bono, and Bono East regions, with offices in Ashaiman and Sunyani, and works on development initiatives in collaboration with the Salesians of Don Bosco. The primary areas of action in the country are migration and development, education and vocational training, and environmental preservation.
VIS GHANA is now implementing as a co-applicant the project “Safeguarding African Foodsheds and Ecosystems for all actors across local, regional, and international levels to manage migration (SAE4ALL)”, Horizon Europe Framework Programme, funded by the EU.
General Context of the Project
VIS has worked in Ghana since 2015 on vocational training, migration, organic farming, and education. VIS’s main objective in Ghana is to provide vocational training and employment placement to vulnerable groups like youngsters. The NGO’s commitment is evident in Accra (Greater Accra Region), Bono, Bono East, and Western regions.
In the Greater Accra, Ashanti, Northern, Bono, and Western Regions, the Administrator will help VIS create new jobs for young people, with a focus on women and persons with disabilities, to boost Ghana’s economy. The main purpose of this project is to create good jobs by supporting Ghanaian SMEs and boosting youth skills. Through collaboration with eight Vocational Training Centers, skill development will meet labor market requirements. Administrators get project-specific Terms of Reference (ToRs).
General Purpose of The Position
The Administrator will oversee the administrative management of the AICS (Italian Agency for International Cooperation)-funded project in Ghana. S(he) works with the Project Manager (PM) to guarantee proper financial management of given projects, as well as asset and human resource management.
Her/his tasks include verifying the allocation of expenditures and accompanying paperwork, as well as human resources, planning, and budgeting. She/he monitors VIS and partner financial expenditure against the project’s main budget, develops particular financial plans, and guarantees adherence to VIS and donor financial regulations.
The Administrator reports to both the Project Manager and the Country Representative.
Main Responsibilities and Tasks
Bookkeeping, Finance, and Budgeting
- Performs monthly and routine financial reconciliation (including differences discovered through the collection and analysis of financial and accounting data).
- Assists the Project Manager with accounting for day-to-day cash inflows and outflows, maintaining adequate processes and procedures.
- Manage and disburse petty cash in accordance with VIS policies and procedures, in collaboration with supervisors and line managers.
- Provides ongoing help to project partners to ensure financial accounting is in accordance with VIS and donor finance procedures.
- Ensures that the project’s inventory registry is up-to-date and that all assets are appropriately categorized.
- Drafts of project interim and financial reports will be sent to AICS.
- Prepare the administrative documentation requested by the supervisor and line managers (e.g., agreements, contracts, and Memorandums of Understanding), and maintain track of all supporting documents for each expenditure.
- Maintain and update cashbook data and a designated bank account.
- Ensure that cashbox balances always reflect the actual amount of money stored in the cashboxes and investigate any discrepancies.
- Perform currency exchange activities in compliance with the donor’s exchange rate policy and VIS internal rules.
- Ensure tight adherence to cash control protocols for each cashbox/currency (daily cash control, weekly cash inventory, and reconciliation using double and updated financial information).
- Monitor financial advances to verify they are in accordance with VIS rules and procedures, and that any advances are properly returned.
- Keep track of bills/vouchers and other operational costs, and analyze the related information (costs, service contracts, etc.) to provide trustworthy insights into mission operations, as well as guarantee that all receipts fulfill the appropriate requirements.
- Maintain contact with VIS suppliers, manage and monitor expenditure obligations.
- Performs periodic budget forecasts with the Project Manager (PM) and creates monthly money requests.
Human Resource Management and Legal Compliance
- Ensures that supporting papers meet AICS requirements and is in charge of archiving them, both physically and digitally;
- Prepares payrolls and statutory deductions in accordance with VIS internal policies as well as local norms and legislation, and pays salaries and consultancy fees on time.
- Prepares and maintains staff files in accordance with VIS policies.
- Provides tax planning in accordance with current Ghanaian legislation.
- Trains VIS personnel on accounting and administrative procedures;
- Ensures timely preparation of all project papers before audits and/or project expense verifications.
- Ensures compliance with the legally mandated annual audit as per government rules, which is required for the renewal of numerous licenses and authorizations from relevant technical ministries and the Registrar General.
- Monitors and ensures that all regulatory requirements are met on a consistent and frequent basis.
- Acts as a proactive link between VIS and the audit company, ensuring that all audit requirements are met.
- Perform any other duties that are reasonable within the scope of the function.
Required Skill or Experience
Education
- Bachelor’s or Master’s degree in Accounting and associated fields.
Professional Experience
- A minimum of 5 years of experience in international cooperation.
Professional Requirements
- Previous experience in the same position;
- Proven accounting experience.
- Advanced proficiency in Microsoft Excel and other accounting applications;
- Proven ability to manage purchasing procedures and public source money.
- Comprehensive grasp of Ghana’s fiscal laws and regulations;
- Comprehensive knowledge of various employee and employer payments, including PAYE, SSNIT, Tier 2, and so on.
Languages
- English (good oral and written competence) and Italian (Level B1) are preferred.
Personal requirements
- Requirements include timely task completion, integrity and confidentiality, excellent organization and time management, professionalism and problem-solving skills, teamwork, and a willingness to operate in a multicultural setting.
N.B
- Female administrators are preferable for gender fairness and equality.
- In this section, we denote non-mandatory needs by the term ”desirable” in brackets.
How to Apply for this VIS Ghana Job
Applicants may send their CVs and motivational letters to visghana2018@gmail.com.
Closing Date: A deadline of two weeks.
NOTE:
It is important to keep in mind that employers receive many applications for each job posting and will only select the most qualified candidates. Furthermore, NewsNowGh does not have any influence over the decisions made by employers/recruiters. As a result, we cannot guarantee that sending applications will lead to candidates being shortlisted or selected for a particular position.
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