Qualification required: Degree in business administration, finance or related subject essential.
Minimum experience: 10 years professional working experience in administration or related field essential
Accountabilities: Responsible for verification of time sheets, invoice for submission and approval by department management and responsible for tracking expenditure against budgets and reporting to department management
Responsibilities:
The LSOC Contracts Assistant will be carry out the following general activities:
• Be familiar with the contractual requirements of LSOC contractors with a specific focus on the RAP Planning and RAP Implementation contracts’ reporting and invoicing requirements
• Support the LSOC team in the verification process of Personnel Mobilization and time sheets submitted against the allocation of days per consultant per Contractor
• Verify invoices for personnel against personnel mobilization forms and allocated days
• Verify receipts against invoices against agreed rates and approvals
• Develop expenditure tracking mechanism for each contract
• Set up a consolidated file gathering all types of measurable of the Provisional Sum contract (manhours/mandays, travel expenses, …) with a comparison Actual Vs Planned/Estimated to monitor and control closely the contract execution
• Identify and track any deviation between Actual and Planned/Estimated and alert the management
• Verify monthly time sheets of all LSOC team contractors and submit for signature
• Verify expenses invoices of all LSOC team contractors and submit for signature
• Report on a monthly basis expenditure against planned expenditure and overall budget
• Complete SAP Purchase Requisition forms drafts for management signature
• Complete Purchase Order 10 for purchases of less than 10 000 USD for management signature
• As necessary support the TEAM BV Finance and Administration Assistant in the organization of meetings, training, reservations for travel and accommodation for LSOC team
• As necessary support the TEAM BV Finance and Administration Assistant in other administrative support for the LSOC team and wider organization team
• Replace the TEAM BV Finance and Administration Assistant in her wider functions when she is absent from the office
• Carry out any other duties that may be assigned by the hierarchy
Requirements:
• Experience of working with large teams and working collaboratively essential
• Project Management, budgeting estimating and reporting experience essential
• Proven computer and analytical skills required including word, excel, PowerPoint
• Fluency in English and Swahili (written and spoken) required