Project Finance Administrator

Company GIZ Office Namibia
Reference # ProBATS/PFA1
Published 22/01/2020
Contract Type Contract
18 Months
Salary Market Related
Location Windhoek, Khomas Region, Namibia
The Gesellschaft für Internationale Zusammenarbeit (GIZ) Project, Promotion of Business Advisory and Economic Transformation Services (ProBATS) is jointly carried out by the Ministry of Industrialisation, Trade and SME Development (MITSMED), the Ministry of Finance (MoF).
The objective of ProBATS is to enhance the conditions for entrepreneurial activity in Namibia, which should allow Namibian businesses to realise their growth potential. ProBATS started in April 2018 and will run until December 2021.

Job Functions Accounting,Administration,Procurement
Industries Capacity Development,Ngo / Non-Profit
The Project Finance Administrator is responsible for
▪ providing administrative services for the programme, in particular procurement and accounting
▪ meeting the administrative needs of the office independently, with a minimum of intervention
▪ ensuring that financial and administrative regulations are complied with

1. Finance and accounting:
The Project Finance Administrator
▪ is responsible for financial management, such as keeping the cashbook and bank book, bank accounts, preparing and entering vouchers and submitting accounts to the Country Office once a month, handling queries from Country Office
▪ monthly bank and cash reconciliation
▪ monitors and follows up real accounts (receivables, payables)
▪ initials cash withdrawals for various projects when balances reach a minimum level
▪ makes cash and cheque payments and bank transfers in timely manner
▪ reconciles the cash book and the cash money on a daily basis
▪ reports cash money differences immediately
▪ checks requests for funds before release
▪ helps prepare programme budget planning, if needs arises
▪ helps monitor expenses in accordance with the budget

2. Procurement, purchasing:
The Project Finance Administrator
▪ procures materials and equipment locally
▪ accepts goods and ensures that the receipt is documented and goods received checked appropriately
▪ checks goods invoices, goods inwards receipts and other (delivery) papers and payment instruction
▪ documents and files properly completed orders
▪ advises projects regarding available goods and on how to establish specifications for item to be procured
▪ Handles contract inquiries in line with set GIZ procedures and regulations
▪ Negotiates tariffs with prospective clients if necessary
▪ Performs all standard financial procedures and monitoring for contracts in line with regulations
▪ Prepares financing agreements and local subsidy contracts in compliance with GIZ’s rules and regulations
▪ Continuously works on improving the processes between the Country Office and the projects

3. Logistics
▪ is responsible for organising logistical aspects of project activities (meetings, workshops etc.)
▪ prepares and submits all necessary papers for duty-free import of goods to clearing agent in consultation with the Country Office
▪ monitors and controls the whole process of imports
▪ supports visitors, counterparts etc. in procuring tickets, hotel bookings etc. and in submitting the travel claim after the trip with all necessary documentation
▪ support visitors in getting the visa before their visit

4. General administration:
The Project Finance Administrator
▪ coordinates with the GIZ Office on the mode of service delivery
▪ carries out procurement in accordance with guidelines
▪ is responsible for filing documents in reference files or in DMS in line with GIZ’s filing rules
▪ informing all colleagues in the cluster about changes in OuR relevant in his scope of work
▪ helps preparing the annual internal control by the Country Office

5. Coordination:
The Project Finance Administrator
▪ ensures that information is exchanged between project/programme/GIZ staff, partners and other institutions
▪ accompanies the project/programme manager or other team members to meetings if necessary
▪ prepares and organises internal meetings
▪ performs other duties and tasks at the request of management

▪ University degree in relevant specialisation and qualification in bookkeeping/finance management or equivalent desirable
▪ Working experience with GIZ would be an advantage
▪ At least 3 - 5 years’ professional experience in a comparable position
▪ Finely tuned organizational skills, attention to detail, and ability to work on one’s own initiative at the conceptional level
▪ Ability to work in a team and ability to multi-task and prioritize work
▪ Good working knowledge of ITC technologies and computer applications (e.g. MS Office, SAP)
▪ Very good knowledge of the English language.
▪ Knowledge of German would be an advantage
▪ In-depth understanding of procurement and/or accounting
▪ willingness to upskill as required by the tasks to be performed
Job Closing Date 24/01/2020
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