Finance and Administration Intern
Trócaire, Zimbabwe
Job Description
Description of the unit/department:
Trócaire works in partnership with local and church organisations, supporting communities in over 20 developing countries across Africa, Asia, Latin America and the Middle East to bring about lasting change. Trócaire envisages a just and peaceful world where; people’s dignity is ensured, and rights are respected; basic needs are met and resources are shared equitably; people have control over their own lives; those in power act for the common good. Zimbabwe is one of countries where Trócaire has a presence. The Zimbabwe Finance Team is headed by the Finance and Administration Manager. The Finance and Administration Intern will support the work of the Finance and Administration Team in country.
Background to the Role:
The Finance and Administration Intern reporting to the Finance Officer (FO) will assist in the delivering on finance and administration functions for the Zimbabwe office and programmes. Specifically, the role covers the following broad responsibilities either as accountable, consulted, informed or responsible:
• Financial control and reporting.
• Internal systems and processes.
• Procurement
• Operations Support
• Reception management
Support and Supervision
The Finance and Administration Intern will report to the Finance Officer. On a day-to-day basis he/ she will work directly with both Finance and Programme teams.
Contract Type: Fixed Term
Safeguarding Programme Participants Policy
Trócaire is committed to Safeguarding Programme Participants from Exploitation and Abuse and has specific policies on this commitment (including a Global Code of Conduct) which outlines the expected behaviour and the responsibility of all staff, consultants and other organisational representatives. Any candidate offered a job with Trócaire will be expected to sign Trócaire’s Safeguarding Policies and Global Code of Conduct as an appendix to their contract of employment and agree to conduct themselves in accordance with the provisions of these documents.
Scope of the Role:
Financial Control and Reporting:
Posting field office finance transactions in Agresso Business World ensuring accurate and timely posting of transactions with particular attention to the funding source; Also perform monthly donor compliance check on all documents and ensure filing in maintained up to date in an orderly and easy to retrieve manner; Work with Program Accountants on the closure of donor grants including review and submission of supporting documentation; Assist in retrieving documents for internal and external audits; Internal Systems and Processes: Assist in improvement of work processes and increase efficiency within the scope of responsibility; Handle and disburse cash funds at workshops, and ensure secure custody of cash and timely banking, daily petty cash disbursements and preparation of monthly petty cash reconciliations as assigned; Ensuring that all payments have adequate supporting documents; Follow up and assess acquittals from staff on outstanding supporting documentation submitted and any issues arising from submission of acquittal report.
Internal Systems and Processes: Assists in improvement of work processes and increase efficiency within the scope of responsibility. Recording of correcting general ledger journals on Agresso Business World; Daily management of petty cash; Ensuring that all payments have adequate supporting documents, Follow-up and assess acquittals from staff on outstanding supporting documentation submitted and any issues arising from submission of acquittal report; Communicate and follow up with staff and partners on outstanding supporting documentation and acquittals; Uploading payments on Business Online.
Procurement:
Participate in procurement processes of obtaining quotations and bid analysis whenever necessary; Following up on receipts and invoices; Ensuring WHT is deducted from non-compliant suppliers, prepare certificates and maintaining the Withholding tax tracker up to date. Enforcement of finance policy and procedures.
Operations Support:
Ensuring timely preparation of meeting rooms and refreshments ahead of meetings with staff, partners or external stakeholders as agreed with the chair of such meetings; Managing all office stationery and promotional materials including issuing out of such materials and maintain up to date inventory list; Typing correspondence and reports and taking minutes as relevant and / or requested, Assisting the Admin with quarterly stock management/verification,
Reception Management: All reception duties to include management of the reception area of the office; Man