Secretary/Cashier
Internal/External Vacancy Announcement #065/2018
GIZ- SSAP Program
Background
As a provider of international cooperation services for sustainable development and international education work, GIZ - Deutsche Gesellschaft für Internationale Zusammenarbeit – is dedicated to building a future worth living around the world.
We have over 50 years of experience in a wide variety of areas, including rural and economic development, education and employment, energy and the environment, and peace and security. Together with our partners, we work to deliver flexible, effective and cost-effective solutions that offer people better prospects and sustainably improve their living conditions. Of our 18,260 employees in some 120 countries, almost 70 per cent are national personnel working in the field.
As a public-benefit German federal enterprise, we are committed to meeting our clients’ high standards with regard to transparency and accountability. German and European values are central to our work. The German Federal Ministry for Economic Cooperation and Development (BMZ) is our main commissioning party. European Union institutions, the United Nations, the private sector and national governments benefit from our services, too. GIZ-SSAP Program is looking for:-
Position: Secretary /Cashier
Place of Work: ATC Component, Kulumsa- Assela
Application deadline: April 15, 2018
Required Candidate: One
Responsibilities:
· Ensuring financial/accounting activities are carried out in accordance with GIZ’s accounting rules and regulations.
· Effective coordination with colleagues at the GIZ –SSAP Head Quarter, ATC Component offices in matters related to financial transactions processing.
· Executing cash payments and deposits at the bank.
· Ensuring that the provided accounting services within the section are done correctly and supports the program office to meet reporting deadlines.
· Provide a high level of internal and external customer service including taking ownership of customer queries and complaints and following issues through to completion.
· Overall smooth functioning of the office operation.
· Maintenance of an overall good flow of internal and external communication.
· Assisting the component manager and staffs on his/her administrative duties.
· Processing of projects claims, requests and vouchers and regular submission to SSAP office in Addis Ababa.
· Effective coordination with colleagues at the GIZ SSAP office in Kulumsa.
· Assisting the GIZ-SSAP staffs in organizing trainings and workshops.
B Tasks:
· Handle petty cash accounts.
· Make all cash and check payments of the program.
· Record financial transactions on cash and bank books on daily basis.
· Ensure accurate and timely processing of payments.
· Process and issue the program’s official Cash Receipt for all incoming cash and Withholding Tax Receipt to the payer wherever applicable.
· Make a timely cash replenishment request when the cash account reaches to the minimum balance.
· Maintain records of recent advances which are not yet processed in WINPACCS and provide to the accountant and/or Finance Manager when requested.
· Follow-up and collect balances due to GIZ on travel or other advances issued to staff members.
· Maintain and file financial documents properly.
· Follows-up on collection of VAT receivables, monthly Withholding tax payments and telephone and internet bill settlements.
· Reconcile physical cash and bank balances with the books balance.
· Reports when there is surplus or deficit of cash money.
· Perform any other tasks as may be required.
· Keep financial records in line with GIZ standards.
· Ensure an accurate and timely monthly closing of the cash and bank accounts to send to GIZ Office for further processing.
· Support financial audits.
· Contribute as required to the duty of Best Value.
· Perform other duties and tasks at the request of management.
· Answer, screen, forward and /or return phone calls and messages.
· Manage incoming and outgoing correspondences and deliverables.
· Make photocopies and scans of documents when required.
· Assist in the logistical management and documentations of meetings, workshops, seminars and other project activities inside and outside the office.
· Attend internal team meetings/workshops and write minutes meetings.
· Support the logistics of visitors’ programmes, make travel arrangements and manage travel requirements (hotel bookings transport and etc).
C Administration
· Coordinate and monitor time schedules and maintain training coordinators appointments schedules.
· Report damages of office equipment to project administration organize and follow up the proper maintenance and repair.
· Establish and/or update index of, and data on, contact addresses, phone /fax numbers and email addresses regularly.
· Assist in setting up and maintain a filling system in office, and seeing to it that information is kept confidential, particularly in the field of personnel and finance
· Maintain and update the project filling system for incoming and outgoing letters, faxes and emails on daily basis
· Organize, coordinate and work with project/program support staffs (drivers, cleaners’ watchman, Farmhand etc.)
Qualifications and Experience:
· Completion of collage education from reputed secretarial college or similar.
· At least 3-5 years of professional working experience in a similar position
· Good knowledge of the GIZ rules and regulations, and standard computer applications such as MS Office applications, in particular Excel and word.
· Proven experience in cash handling and balancing procedures.
· Capability of concise and coherent reporting along standard formats.
· Good working knowledge of modern telecommunication systems (telephone, fax, e-mail, internet and its software)
· Proven knowledge of English, Amharic and Oromo language, written and spoken.
· Trustworthiness and ability to maintaining strict confidentiality and observing data protection and associated guidelines where appropriate.
· Ability to organize and prioritize several tasks at the same time.
· Ability to work independently, unsupervised and as part of a multicultural and international team.