Location: Yaoundé, Cameroun
Reports to: Regional Program Manager
Position Type: Full-time, Fixed-term
Language requirements: English and French is essential
Classification: National employee (Must be legally able to work in Cameroon)
ABOUT CUSO INTERNATIONAL:
Cuso International is an international cooperation and development organization that works to create economic and social opportunities for marginalized groups. Together with our partners, we are focused on efforts to advance gender equality and social inclusion, improve economic resilience, and deliver progress on climate action. We believe that by sharing skills, we can build better futures.
Cuso presently supports programs implemented in Africa, Canada, Latin America and the Caribbean (LAC). Find out more at www.cusointernational.org
ABOUT THE ROLE
The Administrative and Finance Officer ensures the application and effectiveness of Cuso International Cameroon's financial systems and procedures for all financial reports. The Officer checks the validity of all transactions and contracts, maintains the grant management manual, and oversees its daily application. The person assures compliance with the health insurance systems and assures the relation with all Cameroon country program office departments. The Administrative and Finance Officer reports directly to the Regional Program Manager.
KEY RESPONSIBILITIES
Administration support and level of Engagement (LOE 70%):
- Collaborate with partners during the identification of volunteer lodgment that meets Cuso International standard
- Ensure proper function of logistical operations, including travel & events organization
- Ensure proper function of archive and documentation system
- Ensure maintenance of an up-to-date register of assets at the country level
- Work with the program team to forecast activities implementation and support in identification and recruitment of vendors based on project rules and regulations
- Lead interactions with external vendors
- Participate in virtual/in-person periodic check-ins with the finance team at HQ and other partners, as required
- Assist activities managers and volunteers with compiling, managing, monitoring, and tracking budget (e.g. organizing invoices, checks, & other financials) and preparing financial/funding reports when deemed necessary
- Work with the program and volunteers' team to ensure budget compliance
- Ensure that all goods purchased follow the standard minimum of operation and good ratio quality/price
- Collaboration with the program department, ensure all administration matters relating to volunteers and programs in Cameroon are processed effectively and in a timely manner and consistently with Cuso international financial policies and procedures
- Process administration (visa and resident permit) matters related to volunteers in an efficient and timely manner upon request and approval from the program department
- Maintain accurate financial records and all documents related to volunteer's payments
- Produce timely payment and all documents related to volunteer's payment
- Produce and manage health related payments for volunteers upon request and approval from the program department
- Ensure all volunteer and local staff are covered by appropriate insurance policies, according to Cuso international guidelines
- Assist and support delivering visa and resident permits for volunteers
- Maintain all health insurance files to date and ensure the liaison with HQ officers with confidentiality
- Process payment for program related activities upon request and approval from the program department and maintain financial reports and documents for each funding granted
- Provide support to the program department on the setting, implementing, monitoring, and managing activity budget and financial reporting in accordance with agreed to funding terms and expenditure plan- in that respect, ensure budget advance for activities are justified on a timely basis
- Monitor the preparation of donor financial reports to ensure full compliance with donor requirements in line with volunteer manual
- Monitor with the contracted landlord all requests submitted by the volunteer during their assignment.
- Support the program department in gathering information, monitoring expenditures, narratives and financial reporting for donors and funding activities, as requested
- Work with the country representative and other colleagues to ensure that systems to facilitate administration and financial work are accurate, efficient, and customer-focused.
Finance support and Level of Engagement (LOE 30%):
- Support the Regional Program Manager and Program officer in the implementation of the annual country plans, in compliance with Cuso international policies and procedures and the proper functioning of the financial system
- Produce timely payment of volunteer's allowances, living expenses, general disbursement, as per Cuso international policies and procedure
- Participate in the preparation of an annual budget for the Cameroon program office and in periodic performance of budget reports as required
- Prepared monthly expenses forecast for funds transfer request submitted to Cuso international HQ every month
- Process and prepare all monthly financial reports to be submitted to Cuso international HQ at the beginning of every month-monthly financial reports must include a report for the complementary project, if applicable
- Ensure budget monitoring by controlling and verifying payment for all authorized expenditure
- Assure payment for all authorized expenditure
- Prepare invoices and perform other duties related to accounts receivable functions such as handing out invoices, receipts, checks Etc
- Take care of the organization's file in compliance with the Cameroon Tax legislation
- Ensure the organization's compliance towards the obligation of the National Insurance Funds
- Prepare all bank transactions and reconcile the bank statements
- Process and record all transactions (income and expenses) on the accounting system daily and prepare monthly reports
- Reconcile monthly report
- Ensure filing and accessibility for all documents related to accounting and financial functions
- Manage in-kind contributions and assemble all appropriate documents, if applicable
- Circulate relevant information regarding financial matters within the country office and other colleagues as appropriate
- Support the Country Representative on activities related to internal and external financial audits.
Other duties:
- Support and contribute to Cuso international fundraising and public engagement activities, as required;
- Produce a weekly planning
- Attend meetings as required
- To undertake specific additional responsibilities from time to time, as may be agreed upon with the Regional Program Manager.
- Provide covers to other staff as needed.
POSITION REQUIREMENTS
- Degree in administration and finance or an acceptable combination of education, training and or experience related to the job requirement (candidate must demonstrate this)
- At least five years experience of relevant work experience in the area of administration and financial roles,
- At least two years of experience as a supervisor and successfully coaching teams towards common objectives
- Ability to analyze staff development needs (administration and finance related) and to contribute to the delivery of training and coaching at the individual and group level
- Excellent technical, financial management skills, including the ability to understand and work with restricted and unrestricted funds concepts and project issues
- Good understanding of administration and financial management policy and the ability to achieve compliance and or donor lead new processes and procedures in this area
- Excellent planning, budgeting and report writing skills
- A strong background in the administrative management of externally funded grants
- Ability to effectively communicate complex administrative and financial issues, both orally and in writing, to various recipients, including external donors and internal staff.
- Ability to stay calm under pressure, a heavy workload during the emergencies,
- Good negotiation skills and strong problem-solving abilities
- Excellent time management and priority settings skills, including the ability to meet deadlines.
- Familiarity working with computer-based systems to develop, maintain, and give guidelines on electronic and manual project financial monitoring & reporting systems.
- Ability to work effectively with others, including in geographically dispersed teams
- Strong motivation and commitment to learning and improving workplace systems and practices
Language:
- Oral and writing in both French and English are essential
Desirable:
- Formal training in administrative ad financial management for the not-for-profit sector
- Experience with major donors such as GAC, SIDA, USAID, the world bank Etc
HOW TO APPLY
Cuso International is committed to creating and fostering an inclusive culture. We strive to actively celebrate diversity, advance our equitable practices, and drive greater inclusion. We offer a comprehensive employee benefits package and insurance, generous days of paid time off, including vacation, sick days and more.
Cuso International is committed to the integrity of our volunteers, interns, staff, managers, board members and subcontractors in preventing sexual violence in the way we operate. This is done through a defined framework, code of conduct, values and guiding principles, as well as Cooperation Canada’s Leaders’ Pledge.
Please click the "Apply for This Job" button to submit your application by June 28, 2024, at 11:59 PM (EST). Your résumé and one-page cover letter should demonstrate how you meet the position requirements. Please note that a confirmation email will be generated once you submit your application, but it may be directed to your spam or junk folders of your email inbox. Please note that only candidates selected for interviews will be contacted.
Cuso International is an equal opportunity employer and encourage applications from all qualified applicants. Accommodations will be provided at any stages of the hiring process upon request. Thank you for your interest in Cuso International.