Administration and Finance Officer

Closing date: 
27 Mar 2017
To support the administration and financial aspects of the Personal Youth Development Programme.

Finance:

  • To establish the necessary financial systems, manage and monitor spend and complete monthly quarterly, annual and other required returns
  • To set up and maintain computerised and manual financial records and ledgers, the PAYE system, cheque journals and accounts, petty cash and other financial information required by the project
  • To operate the PAYE system, including calculation of salaries and completion of monthly and annual returns to meet statutory requirements
  • To work closely with other PYDP staff, committee and the Managing Agent (Rural Development Council) to ensure the PYDP financial guidelines are followed for the life of the programme
  • To maintain and prepare records and the documents required for the release of monies from the funder and to liaise with the Managing Agent to submit claims regularly to ensure cash-flow is maintained
  • To work closely with the Treasurer to prepare finance reports, prepare annual accounts and write up financial reports related to the work of PYDP

 

2:       Administration:

  • To develop appropriate administrative systems and provide high quality administrative support to ensure that the resources available are used efficiently and effectively
  • To arrange layout of rooms for all activities under the PYDP Programme and organise hospitality for meetings
  • To prepare minutes, management accounts and other supporting documentation as required
  • To organise and maintain filing systems – electronically and manually
  • To prepare and maintain all PYDP records
  • To process and record telephone calls and posts
  • To seek quotations and ensure that procurement guidelines are adhered to at all times
  • To assist the team in preparing recruitment forms, attendance forms and programme materials
  • To ensure all reports are completed, expense forms and invoices are paid in a timely manner
  • To receive and record fees / documentation made by training providers / tutors
  • To prepare agendas, minutes and other related documentation for meetings including the Advisory / Steering Committee to be set up as part of this programme
  • To assist in the preparation of promotional materials
  • To organise trainings, seminars, workshops, conferences and gatherings/events as requested
  • To maintain the reception area, with a particular regard to cleanliness, tidiness and safety
  • To operate and maintain Health and Safety at Work procedures
  • To carry out any other reasonable requests or activities deemed appropriate

 

This Job Description is not intended to comprehensively list the responsibilities of the post but to indicate the main areas which at this stage appear to be the essential requirements of the post.