Assistant – Administrative and Finance Support, Bank Reconciliation, Complianceat IITA/IRRI

Assistant – Administrative and Finance Support, Bank Reconciliation, Complianceat IITA/IRRI September 2024

POSITION ANNOUNCEMENT
Assistant – Administrative and Finance Support, Bank Reconciliation, Compliance
Job type: Full-time
About IRRI
The International
Rice Research Institute (IRRI) is dedicated to reducing poverty and
hunger through rice science; improving the health and welfare of rice
farmers and consumers; and protecting the rice-growing environment for
future generations. IRRI is an independent, nonprofit, research and
educational institute, founded in 1960 by the Ford and Rockefeller
foundations with support from the Philippine government. The institute,
headquartered in Los Baños, Philippines, has offices in 17 rice-growing
countries in Asia and Africa, and over 1,000 staff

Working with
in-country partners, IRRI develops advanced rice varieties that yield
more grain and better withstand pests and disease as well as flooding,
drought, and other harmful effects of climate change.

Job Purpose
The
International Institute of Tropical Agriculture (IITA) on behalf of the
International Rice Research Institute (IRRI) invites applications for
this position.

Under the supervision of the Senior Admin
Assistant – Administrative Coordination, the Assistant will provide
overall day to day secretarial and administrative support to the Senior
Admin Assistant – Administrative Coordination and to all unit employees.
The assistant is also responsible for the daily activities needed to
run the IRRI cash offices and process all cash transactions accurately
and efficiently in accordance with established policies and procedures.

This position will be based at the IITA Mikocheni Offices in Dar es Salaam.
Roles and Responsibilities

• Preparing and posting expense reports on OCS, preparing bank reconciliation each month from Tanzania
• Bank accounts and Counter checking receipts
• Manage filing and distributing all incoming and outgoing mail/faxes/letters/documents.
• Receive incoming mail and invoices and direct them to the appropriate services.
• Assist with staff and visitor’s travel arrangements and bookings for flights, accommodation, and local transport as requested
• Tag assets and make reconciliation
• Photocopy and scan documents
• Keep
  track of basic office supplies by maintaining inventory and assisting
  in ordering new/additional basic office supplies as needed.
• Assist in the application and processing of import and export permits for research and other materials.
• Process cash advance requests
• Reporting discrepancies s/he finds within the accounts to his/her supervisor
• Ensure Compliance with expenditure commitment procedures
• Efficient and effective administrative support for staff and visitors
• Ensuring all programs and operations have adequate support needed
• Reporting discrepancies s/he finds within the accounts to his/her supervisor
• Compliance with expenditure commitment procedures
• Improve
  efficiency and deal with a diverse group of callers and visitors at all
  levels, both internal and external to IRRI, and ensure all are treated
  in a professional and courteous manner.
• Cash reconciliation reports
• Advance register well-maintained

Qualifications

• Bachelor’s Degree in Business Administration with minimum 1 year of relevant work experience

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Skills Required
Mandatory

• Knowledge of MS Office (Word, Excel, PowerPoint)
• Good oral and written communication skills, communicates status of work regularly and in a timely manner
• Must be scrupulously honest and always foster an atmosphere of trust and integrity.
• Ability to perform fast, efficient and maintain discretion and confidentiality
• Have basic knowledge of accounting

Preferred

• Good interpersonal skills and Good organizational skills

How to Apply:
This is Full-time Job,
The
duration of the contract is two years renewable subject to performance
and availability of funds. These are nationally recruited position and
IITA offers a competitive remuneration package.
The application pack
should include an application letter, copies of certificates, and a
curriculum vitae which contains a telephone number, email address, and
contact details of two referees. Applications should be sent by email to
IITA-Tanzania@cgiar.org and addressed to:

Applicants are requested to include the reference number for the position (IITA-TZ-2024 – IRRI-010-NRS-DSM)
in the subject of their application letter, as well as in the subject
of their email. Please note that any applications without the reference
number indicated will be automatically disqualified.
Closing date for applications: Friday 13th September 2024. Please note that only shortlisted candidates will be contacted.
Go to our Homepage To Get Relevant Information.
While all applications will be acknowledged, please note that only shortlisted candidates will be contacted.