Finance and Administration Assistant

Job Title: Finance and Administration Assistant

Reporting to: Finance Officer.

Hours: 40 hours per week

Status: Initial one-year contract, with potential extension

Salary: Negotiable

Principal Location: Kinshasa with frequent travel within DRC as necessary

Background:

Street Child believes that every child deserves the chance to go to school and learn. Our projects focus on a combination of education, child protection and livelihood support to address the social, economic and structural issues that underpin today’s education crisis. We partner with local organisations and communities to deliver our locally rooted programmes, using evidence to drive learning and the refinement and scale up of programmes to create maximum impact for the most children at the lowest cost. We pride ourselves on being willing to go to the world’s toughest places where others won’t, including remote, hard-to-reach areas and fragile, disaster affected states across sub-Saharan Africa and South Asia. Since 2008 we have helped over 250,000 children to go to school and learn, supported over 25,000 families to set up businesses they can afford the cost of educating their children.

Role summary

The Finance and Admin Assistant will provide vital support to Street Child ’s programme implementation in ensuring effective office management, procurement of goods and services, logistics coordination, and accurate financial management.

Procurement of Goods and Services (40%)

• Manage the procurement of goods and services for Programme activities, following Street Child procurement policies and guidelines.
• Liaise with suppliers to ensure timely delivery of goods and services.
• Maintain accurate procurement records and ensure the proper documentation of purchases.
• Ensure all procurement processes are transparent and adhere to Street Child’s compliance requirements.
• Initiate, negotiate and monitor long term purchase agreements for goods and services, and ensure on time renewal
• Prepare purchase orders, tender documents and supplier contracts according to organizational policies, and donor’s regulations
• Convening of a Tender Committee as the Secretary to the tender Committee
• Update programme procurement plans monthly in collaboration with the programme managers
• Sensitizing current and potential suppliers on organization procurement policy.
• Ensure proper storage and transportation of goods to requested destinations.

Logistics Coordination (40%)

• Organize logistics for field trips, including arranging transportation, accommodation, and supplies for staff.
• Manage the procurement and transport of materials and equipment required for field activities.
• Support the organization of community meetings, workshops, and other field activities by ensuring all logistical arrangements are in place.
• Oversee day-to-day office operations in the Country office, ensuring the smooth functioning of administrative tasks.
• Ensure the office is well-stocked with necessary supplies and equipment, coordinating procurement when required.
• Coordinate office maintenance and manage relationships with service providers.
• Take custody of all office assets, including ensuring safety, tracking movements, and regularly updating the Asset register
• Responsible for managing and maintaining appropriate and up to date filing system including the following: Vehicle logbook and inventory files
• Ensure regular checks on supplier quality control and Periodic evaluation of suppliers’ performance

Financial Management (20%)

• Process payments for goods, services, and travel expenses, ensuring timely and accurate payments.
• Maintain financial records, including expense reports, receipts, and supporting documents for audits and reporting purposes.
• Ensure all financial and administrative activities comply with Street Child’s policies and procedures.
• Maintain an organized and effective filing system for both administrative and financial records.

Required Qualifications and Key Competencies:

• A bachelor’s degree in finance, Supply Chain, Logistics, Business Administration, or other related field of study
• Minimum 2 years of experience directly supporting/managing Finance, Logistics and Procurement within an INGO preferably in DRC.
• Experience in using Microsoft office suite
• Excellent knowledge of the DRC’ working environment
• Excellent analytical, oral and written communication skills in English and French
• Highly organized with ability to prioritize and multi-task while working as part of a team.
• Possess strong accuracy, attention to detail and ability to follow through
• Ability to maintain confidentiality, exercise discretion and sound judgment.
• Willingness to travel.

Street Child’s commitment to Safeguarding

Street Child is committed to the safeguarding and protection of the communities we serve, our partners, our volunteers, and our staff. As part of this commitment to safeguarding, all offers of employment will be subject to satisfactory references and appropriate background checks, including a Criminal Records check. Street Child also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment.