Finance And Administrative Assistant

Organizational Context

The Coastal States Stability Mechanism (CSSM) is a small grants program operating in northern Ghana, Benin, and Togo. These strategic areas are at risk of violent extremism expansion from the Sahel, and the program aims to strengthen locally-supported state presence. CSSM is funded by Germany, the Netherlands, and the UK, and implemented by the International Organization for Migration (IOM).

Job Purpose

The Finance and Administrative Assistant will support the CSSM program in Natitingou, Benin, by managing resource management functions and providing field office support. This role is crucial for ensuring the smooth financial and administrative operations of the program, contributing to its overall effectiveness in strengthening state presence and stability in the region. The assistant will work under the general supervision of the Chief of Party and direct supervision of the National Finance Officer, coordinating closely with the National Programme Officer. The position requires ensuring timely payments, accurate financial reporting, and maintaining robust internal controls to support the program's objectives in a challenging security environment.

Responsibilities

The Finance and Administrative Assistant is responsible for managing the financial and administrative functions for the CSSM activities in Natitingou, Benin. Key duties include verifying invoices and supporting documents, processing payments to vendors and staff, and ensuring timely disbursements. The role involves preparing monthly financial reports with supporting documentation for review, performing monthly reconciliation of vendor accounts, and ensuring accurate and timely bank reconciliations. The assistant will maintain financial records, implement internal controls, and support an efficient banking system. They will also liaise with other IOM offices in Togo and Benin to improve payment efficiency and program implementation. Additionally, the role includes coordinating accounting matters, identifying areas for process improvement, and providing guidance to junior staff.

Work Experience

Experience in interacting with various IOM units to gather information, communicating clearly and consistently, and applying specialized finance knowledge effectively. Ability to work efficiently with vendors and service providers to obtain quality, cost-effective solutions in line with IOM procedures.

Skills

Financial Management, Administrative Support, Vendor Management, Reporting, Reconciliation, Internal Controls, Record Keeping, Communication, Teamwork, Results-Oriented, Knowledge Management, Accountability.

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