The main objective of this position is to provide overall administrative and finance support to the on-going Projects of the Alliance in Democratic Republic of the Congo (DRC). The position will work closely with the regional coordinators to ensure adherence to policies, procedures and compliance with Host country requirements. The position will have a dual reporting to the Country Representative and to the Regional Head of Business Operations and Finance.
Responsibilities
- Project & Office Administration:
o Provide on-site support to researchers in the preparation of proposal budgets and maintain a database of all project activities in DRC.
o Manage, review, and respond to the internal and external communication flow by drafting correspondence and responding to queries from collaborators and internal clients
o Lead the procurement process - identifying, evaluating, and recommending potential suppliers/service providers and management of active supplier contracts
o Oversee Fleet Management and take a lead in office vehicle acquisitions, registration, and disposals
o Provide oversight over the travel and conferences function by managing relationships with the service providers and ensuring adherence to travel authorization process for project staff and collaborators
o Coordinate the security function for staff, hosted institutions, premises and assets
- Monitor Host Country Compliance & CIAT Policies & Procedures compliance:
o Manage and monitor agreements pertaining to CIAT and Government of DRC institutional relations and prompt the Country Coordinator on expiry of agreements and/or any change of regulations
o Follow up on renewal and management of hosting and other general partner agreements
o Oversee Human Resource arrangements and ensure regular dissemination/education on policies and procedures; implement and monitor adherence to CIAT policies and country labor laws
o Coordinate tax/duty exemption applications from the Government where applicable, ensuring compliance with duty/tax regulations in line with host country agreement
o Continuously monitor relevant government laws and regulations in the country (labor, tax, levies, hosting, etc.) and keep management updated
- Finance/Accounting and Internal Control Systems Management:
o Ensure sufficient internal control systems are in place, ensuring proper segregation of duties and internal checks
o Review payments, confirm budget availability before payments are approved and ensure proper controls in accordance with grant agreement
o Ensure compliance to the CIAT monthly accounts closing chronogram, timely submission of reconciliations and other accounting reports
o Ensure timely accounting analysis, reporting and adjustments of staff accounts and supplier accounts
o Ensure sufficient internal controls are in place for all the project seed stores
- Treasury Management:
o Maintain good working relationships with the CIAT official bank and follow-up regularly to ensure sustainable tariffs.
o Cross-check approved/signed online payments on the online banking platform and before sending to bank for final processing.
o Ensure efficient cashflow management ensuring adequate funds securing uninterrupted office and project operations.
- Facilitation of Audit:
o Coordinate station audit processes in liaison with the Finance Manager by continuously monitoring documentation and processes.
o Ensure the implementation of audit recommendations and report to the Finance Manager for any material query that is likely to affect audit opinion. - Payroll management and tax compliance oversight:
o Supervise the monthly payroll process and ensure tax compliance through remittance of statutory deductions
o Oversee tax remittances and claims processes
- Staff Safety and Security oversight:
o Update Warden list and warden tree.