Context of Assignment
The SEforALL Operations team faces the challenge
of ensuri...
Context of Assignment
The SEforALL Operations team faces the challenge
of ensuring smooth operations in a rapidly changing and growing environment. As a growing organization, there are ongoing
improvements being implemented in SEforALL operations. The role, therefore,
provides ample room for growth. Under the overall guidance of the SEforALL Chief
Administrative Officer and managed by the Finance and Operations Manager, the
Finance and Operations Assistant’s role will primarily be to assist with the
financial management of the organization, and to provide support for all
operational activities, including financial management, travel, procurement,
HR, asset management, IT, and administration. The role is varied and requires a motivated, self-managing,
problem solving individual, who can anticipate and resolve emerging issues.
Supervision
Title of Supervisor: Finance and Operations Manager.
Content and methodology
of supervision: The Finance and
Operations Assistant will be supervised through individual meetings with the Finance
and Operations Manager, through weekly team meetings, and through periodic
performance appraisals.
Functional Responsibilities
The Finance and Operations Assistant will be located in the Vienna office,
and will be responsible for providing support to the Sustainable Energy for All
Operations Team. The Finance and
Operations Assistant role includes responsibilities as set out below:
- Perform journal entry
to the SEforALL financial system and reconciliation of the data in the
financial system to source systems or documents. This includes supplier account, bank, petty
cash and other periodic reconciliations.
- Produce regular and ad
hoc expenditure and other reports to facilitate informed decision-making.
- Monitor reports to
identify issues and propose corrective action where required.
- Work with managers and
staff across SEforALL to improve planning, implementation and to ensure that
planned activities are correctly reflected in financial and other reports.
- Assist with the annual
budget and ongoing forecasting. Work
with managers to collect information, summarize and prepare budgets and
forecasts, and report against them.
- Support the
procurement and travel booking and provide support in the formulation of
procurement documentation.
- Maintain the register
for all invoices and payment transfers and record paperwork, to ensure that all
documents are maintained and filed in compliance with SEforALL standards and
guidelines.
- Perform administrative
duties related to the monitoring and recording of fixed assets, to ensure that assets
are correctly identified and regularly updated.
- Assist in providing
the procedural and technical support to staff within the areas of finance,
treasury and budget, to ensure compliance with SEforALL financial policies,
guidelines and procedures.
- Monitor petty cash,
and bank balances and ensure timely payments to suppliers and from donors.
- Support the travel
booking process, coordinating with travelers, approvers and suppliers preparing
travel approval forms, obtaining flight quotations, calculating allowances, and
preparing analysis as appropriate.
- Assist with the
administration of the IT support, systems, and hardware.
- Provide administrative
support as requested and support other activities as requested including HR,
finance, procurement, knowledge management.