Administrative and Finance Officer - Field Office in South Africa

Under administrative supervision of the Resident Representative, ZAFO, and in consultation with the administrative units at Headquarters, the Administrative and Finance Officer will manage administrative services including accounting and budgeting, human resources, information technology and facilities. The incumbent will act as administrative manager and provide support to the Administrative Assistant in the Region. In close collaboration with his/her counterparts at Headquarters, the Administrative and Finance Officer will carry out his/her duties in strict compliance with the Bank’s policies and guidelines. S/He will ensure the effective management of Bank resources, the Office’s operational activities in keeping with procedures and the efficient use of resources. Other specific duties and responsibilities include:

• Budget preparation and implementation: Draw up administrative budget of the Field Office following the schedule set by the Budget Department. Contribute to the preparation of centralized budgets at headquarters to take into account the particulate investment needs of the Field Office. Monitor expenditure in accordance with the Bank’s internal control rules and procedures. Report periodically the status of the budget implementation and propose possible revisions.
• Financial management and reporting: Establish procedures and controls to improve efficiency of service and identify cost savings and promote efficient use of Bank resources. Provide guidance on accounting treatment and financial transactions with respect to ZAFO. Advise management on methods to improve control environment in the Field Office Check and approve the accounting entries in SAP. Review monthly financial report, timely preparation and verification of reports, statements and schedules for auditing of the Field Office activities.
• Human Resources Management: Submit reports on personnel management; Manage office staff benefits in accordance with the Human Resources policy and instructions in force.
• General Administration: institutional procurement of goods and services and management of property and equipment. Supervise procurement of goods and services in keeping with the Bank’s rules and procedures. Prepare and monitor service providers’ contracts. Ascertain sound stock keeping for office supplies and inventory of Bank property and equipment. Control the processing of mission expenditure advances and balances. Ensure the quality of Bank facilities in ZAFO, including workspaces according to Bank standards, property and equipment as well as service provision relating to the upkeep, maintenance and security of facilities. Inform and discuss with counterparts at Headquarters the administrative problems affecting ZAFO in order to find appropriate solutions thereto. Facilitate the obtainment of administrative documents necessary for the proper functioning of the office and staff from the relevant authorities. Organize, supervise and monitor the activities of administrative staff and ensure appropriate training for the latter in order to obtain quality services.

Undertake any other official duties that may be assigned by the Resident Representative. Provide support to other Field Offices in the Region. The Administrative and Finance Officer will ensure quarterly monitoring of finance and administrative activities of the other Field Offices in the Region, prepare a quarterly report for the respective managers highlighting issues that require their attention; Ensure that proper filing is undertaken in each Field Office; Ensure that proper control mechanism, segregation of duties are in place and that Bank procedures are fully implemented.

Selection Criteria

Including desirable skills, knowledge and experience

• At least a Master’s degree in Accountancy, Finance or Administration combined with a membership to an internationally recognized professional accounting body (CA, CPA, ACCA or Expert Countable is an advantage)
• A minimum of five (5) years of relevant experience including 3 years of experience in an accounting firm or in an international/multinational financial organization, plus 2 years in a public or private sector organization
• Capacity to work effectively in a team
• Ability to communicate orally and in writing, in English with working knowledge of French.
• Competency in the use of Microsoft Office applications such as Word, Excel, and PowerPoint.
• Knowledge of SAP S/R would be an advantage.

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Administrative and Finance Officer - Field Office in South Africa (117 KB)

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To apply for this position, you need to be national of one of AfDB member countries.