Full-Time FINANCE & ADMIN OFFICER
Job Description
Work Context Background
The Nasi Tuan Association (NTA) was founded on Tanna Island, Vanuatu, in 2009, and registered as a charitable society in July 2010. It has worked with, supported and established farmer cooperatives growing coffee, peanuts, vegetables and spices. As part of its long-term sustainability strategy, NTA established Tanna Garden Community Company (TGCC) with the main goal is to increase the quality of life and self-sufficiency of households including the most vulnerable groups in Tanna. The overall aim of Nasi Tuan Association is to address the underlying causes of the modern slavery on Tanna through awareness, raising and advocacy and to empower farm-based household to improve their income and quality of life. Nasi Tuan Association is being implemented using funds provided through Tear Fund including funding from the New Zealand Ministry of Foreign Affairs (MFAT) and CARE international in Vanuatu, including funding from the Australian Department of Foreign Affairs and Trade (DFAT). The goal of Nasi Tuan Association is that vulnerable households are protected from modern slavery and are economically self-sufficient.
JOB TITLE: Finance & Admin Officer
LINE MANAGER: Finance Manager
WORK LOCATION: Tanna
CLOSE INTERNAL CONTACTS: Project Coordinator
REPORTING TO POSITION: N/A
FINANCIAL RESPONSIBILITY: None
Purpose of the role:
To complete daily administration tasks for Nasi Tuan and to support the partnership with Care International in Vanuatu in accordance with Nasi Tuan Financial Policy and Donor requirements. The position requires a well-developed person with experiences in administration and finance and or worked in similar areas within the previous employment.
Key Responsibilities include:
- Supporting the Finance Manager with collection of receipts, paperwork and others tasks as required by Manager etc.
- Keep time sheets for all staffs under Nasi Tuan Association (based in Imanaka)
- Maintain files and records of all incomings and outgoings correspondences
- Collect requests forms from each staffs and advice all staffs to abide with Nasi Tuan Financial Policy when requesting for any payments
- Receiving outgoing and incoming phone calls and emails etc…
- Requesting quotations and making payments based on budgets and requests from Finance Manager and Project Coordinator according to NTA procurement policy
- Ensure that receipts are collected, invoices are sent and follow, up on payments
- Filing of paperwork in a clear manner, including check vouchers, leave requests, training records etc.
- Assisting field workers with workshops, including conducting training if appropriate and logistics
- Arranging purchases and logistics of deliveries
- Assisting the Finance Manager in HR requirements of Nasi Tuan
- Ensure that equipment is clean and stored appropriately (laptops, printers etc.)
- Look after petty cash, ensure that all requests for petty cash are recorded and signed by Project Coordinator and Managing Director base on NTA policy
- Maintain records of liquidation of food; flex cards, internet cards and any other materials used for office admin or field work.
- Scan all forms into employee records so that all documents are in one place e.g. leave form is scanned into the individual’s file who is requesting the leave.
- Participate in, and contribute to, Nasi Tuan planning, learning and development based on organisational priorities.
Required qualifications and skills:
- Diploma or Certificate in administration and finance or equivalent work experience
- Proven ability/experience working in administration and finance
- Demonstrated planning and organizational skills in an office work
- Proven ability to act as a team player and follow with all local, national, and regional laws and donor requirements
- Self-motivated and able to communicate effectively at all levels inside and outside the organization
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