Job Description:                     Finance & Administrative Officer (FAO)

Percentage of Work Time:    100%

Reporting to:                         Executive Director

Location:                                Accra

Overall Purpose:                    The FAO  shall contributes to the overall success of the organization by effectively managing all financial and Administrative Duties

Main Duties and ResponsibilitiesFinancial Management:

• Manage the finances of SAT Foundation, ensuring transparency and rational utilization of resources.
• Develop and maintain financial policies and procedures and recommend changes to the Financial Policies and Procedures Manual that will improve upon financial management and internal control and make recommendations to the Executive Director.
• Prepare timely and accurate financial reports, including periodic financial statements and project statements, annual accounts for audit purposes, etc.
• Perform daily financial and accounting functions including: using the financial system to maintain proper books of accounts and maintain related software. This will include ensuring accurate and timely data entry, account reconciliations, cash flow management, payroll preparation, preparation of disbursements by cash or cheque as appropriate, managing petty cash, and maintaining all financial records and source documents. Due to the nature of cash, show extra prudence in the management of petty cash receipts and disbursements.
• Manage the necessary banking arrangements and review banking arrangements from time to time to ensure SAT Foundation is utilizing the bank most cost effectively.
• Obtain approvals from the Executive Director on all procurements and purchases.
• Provide orientation and trainingto the organization’s staff on cost-effective management.
• Prepare draft financial statements and supporting schedules for the annual audit.
• Review and discuss external audit recommendations with the Executive Director and implement as directed.
• Participate in and contribute to strategic and annual planning exercises for SATF
• Coordinate the budgeting processes for SATF and ensure budgets are aligned with strategic plans and programme priorities.
• Manage financial controls, prepare and analyze budgets and make recommendations to the organization on budget expenditures in accordance with the Financial Policy and procedure Manual. (FPPM)
• Prepare financial reports for the Executive Director and Board of Directors in compliance with the reports requirement in the SAFT FPPM.

Project Management:

• Obtain approvals from the Executive Director and programme donors on all procurements and purchases from project funds.
• Monitor expenditures to ensure that fundsare utilized appropriately in the allotted time period for the project or programme, paying special attention to the end of the fiscal year.
• Support proposal development by reviewing proposal budgets and financial requirements and providing information for proposals as needed, reviewing project requirements and funding guidelines to ensure the Foundation maximizes funding requests and obtains funding sufficient to cover all related project or programme costs.
• Stay abreast of the latest technical developments in the field of transparency and accountability to ensure that the project’s work remains relevant, innovative, and aligned with current best practices

• Establish and maintain relationships with third parties/vendors

• Provide inputs for the formulation and implementation of policies and programmes of the Foundation.

Admin/Human duties:

• Responsible for the coordination of meetings, conferences and other events for SATF
• Lead on the maintenance of office equipment, vehicles and premises
• Contribute HR related functions including recruitment, appraisal and training & development
• Ensure compliance with SATF HR policies and procedures
• Provide advice to the Executive Director with respect to human resources financial matters, such as cash flow funding, budgets, and other related items.
• Ensure that all SATF assets are in proper condition.
• Responsible for ensuring safety and protection at work.
• Make arrangement for IT access, telephone system and database
• Responsible for monitoring all systems, and may access, retrieve and delete stored materials at any time, with notice.
• Responsible for Stores Management
• Perform other administrative and HR functions that may be assigned from time to time