Finance and administrative officer

Finance and administrative officer position

Her Rights Initiative (“ HRI ”) is looking for an Administrative and Finance Officer. This person must be suitably qualified to  perform  financial and  administrative   responsibilities for HRI .   The purpose of this position is to enable smooth functioning of HRI financial and administrative operations.  Administrative and  Finance  Officer   will report to the programme  management team and work closely with all project teams and support staff to successfully implement their role.  

This position is offered on a 12-month contract. 

Job  specification

Financial  administration : 

1. Ensure that HRI financial matters are handled efficiently and according to the financial policies and procedures. 
2. Translate HRI   financial policies and procedures into finance management tools, this will include making recommendations for improvements. 
3. Develop finance training manual for incoming  Board Members,  staff , and consultants. 
4. Assist in financial planning, annual budgeting, and cash flow management.  
5. Prepare financial requisitions for payments, including payroll, in line with HRI financial policies and procedures.  
6. Facilitate processing of payments, including loading payments on banking systems. 
7. Record all financial transactions on finance software and produce monthly financial statements. 
8. Keep accurate records for all transactions, conduct reconciliation of cash advances. 
9. Effective capturing and processing of journal entries and data, and reconciliations.  
10. Assist with budget preparation. 
11. Provide financial support to fundraising functions of the organisation. 
12. Receive and review quotations and other documentation for procuring of services. 
13. Ensure that all procurement of goods and services align with approved budget allocations.  
14. Prepare monthly, quarterly, and annual financial reports. 
15. Assist with preparing for periodic and the annual auditing processes. 
16. Maintain the HRI financial files, according to the system, as prescribed by HRI data management policies, including uploading documents to the Cloud and other back-up systems. 
17. Produce activity, project, and periodic financial reports as required. 
18. Collaborate with management in preparing annual financial reports and preparation for audit. 
19. Prepare donor financial reports, in line with donor contracts and financial management prescripts. 
20. Manage the office petty cash and account using  a specified system. 
21. Perform other  financial   tasks as appropriate.

Office  administration:

1. Ensure that the office is well supplied, and that staff and consultants have all of the stationery, IT support, well-functioning equipment, and other items they need to perform their duties effectively.
2. Maintain the HRI electronic and hard copy filing systems. Upload documents to the HRI Cloud and access documents as needed.
3. Work with project teams to maintain staff leave records and individual staff files.
4. Work with project teams to perform meetings and events coordination functions. 
5. Work with project teams to maintain an organisational database of clients and partner organisations.
6. Work with project teams to maintain and regularly update the organisational calendar of events.
7. Perform other administrative tasks as appropriate.

Qualifications and competencies

1. Diploma or advanced certificate in Finance, Accounting.
2. Advanced qualification in finance is considered an added advantage.
3. Minimum two years' work. 
4. Solid knowledge of financial and accounting procedures in the public or Not for Profit Sector.
5. Advance expertise in financial software (SAGE, Pastel, and   MS Excel). 
6. Knowledge of compliance with Public Finance Management Standards, the South Africa Receivers of Revenues, and other NPO/NPC Statutory Compliance regulations.
7. Excellent analytical and numerical skills.
8. Excellent time management skills, and ability to work under pressure.

Remuneration

1. Remuneration will commensurate with  experience . 

Application procedure  

1. Kindy submit your full Curriculum Vitae, with three  contactable referees .  
2. Motivational letter.   
3. Please email your applications to:  admin@hri.org.za . 
4. Closing date  for applications is  14 June 2024.