Assets and Warehouse Officer And Grant Finance Officer

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Assets and Warehouse Officer:

Responsibilities

Warehouse and Inventory:
• Contribute to the development, regular review and update the standard inventory management policies and procedures.
• Implement and maintain standard inventory management policies and procedures.
• Manage and document the receipt, handle, storage, release and report of goods through the AKHS warehouse.
• Maintain the Warehouse Register recording of all outgoing and incoming receipts and activities.
• Check quality, quantity and condition of goods delivered to warehouse and produce relevant Goods Delivery Report.
• Manage dispatch and transportation of program supplies from warehouse to field sites in collaboration with operation Dept.
• Implement and ensure clear loading / unloading procedures, correct stacking and turnover (FIFO) procedures.
• Advise the Admin Manager of potential inventory shortages
• Keep an accurate and up-to-date record of the store contents in stock cards and prepare monthly inventory reports.
• Carry out spot checks and physical inventory count on monthly basis
• Apply and implement the safety and security procedures in collaboration with Operation Officer.

Assets Management and Tracking:
• Contribute to the development, regular review and update the standard asset management policies and procedures.
• Implement and maintain standard asset management policies and procedures.
• Maintain and update Asset Register, including details of asset transfer, asset repairs, asset disposals, breakdowns and purchase of new assets creating files for them
• Ensure all assets are tagged and relevant forms are signed before issued to staff members
• Ensure all office and guesthouse furniture and inventory are accounted for and have inventory numbers
• Compile monthly asset reports and submit to Admin Manager and Senior Finance Officer
• Perform a monthly asset spot checks, report if any assets/inventory are broken, lost or stolen on the Inventory Loss/Theft/Damage report, to be countersigned by the Senior Finance Officer

Qualifications

• The applicant must have a university degree in Economics, or Commercial intermediate institute
• Minimum of 2 years professional warehousing or Logistical experience
• Personal initiatives and self-motivation.
• Good time management, communication and teamwork skills.
• Ability to work under pressure and meeting deadlines.
• Good command of English and Computer skills especially Excel

Grant Finance Officer:

Responsibilities

• Perform grant financial analysis in grants spending on a monthly basis, identifying trends in expenses, and significant variances to grant budgets and other exceptions.
• Perform extensive review of grants expenses to ensure charges to the grant align to donor budget and stipulated donors’ regulations.
• Oversee daily grants operation income funding and expenditure to ensure its fully comply with donors’ regulations.
• Ensure that all grants revenue is appropriately captured in the financial records and recovery of administrative costs are accurately recorded and reported.
• Prepare donor financial reports and ensure they are reviewed by an appropriate person before they are submitted to the donor for accuracy and ensure compliance with donor approved grant budget and reconcile to the financial records. Ensures project closeout procedures relating to financial aspect are properly processed.
• Support the development of proposal budgets and ensure pertinent project costs as well indirect cost recovery adequately provided in the budget.
• Review and advice on the project proposal/budget preparation in regard to compliance issues for all prospective sources of funding.
• Develop monthly quarterly and annual grant reports and ensure they are accurate, reconciles to the General Ledger and are provided in a timely manner.
• Take part in the program and project performance monitoring, evaluation and reporting in accordance to donor requirements.
• Review payment vouchers to ensure proper expense coding and documentation.
• Prepare journal transactions for all grants and import them to an accounting system.
• Actively participate in generation and interpretation of monthly financial reports and communicate key indicators to the stakeholders.
• Generate grant cash flow plans in coordination with the Finance Manager to ensure that sufficient cash is available for project implementation.

Qualifications

• Bachelor Degree (Accountancy, Administration other subject) equivalent combination education experience.
• Two years of experience in accounting field.
• Personal initiatives and self-motivation.
• Good time management, communication and teamwork skills.
• Ability to work under pressure and meeting deadlines.
• Advanced computer skills especially in Excel.
• Fluency in written and spoken English.

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