Plan International African Union Liaison Office

Plan International African Union Liaison Office (Plan AULO) is strategically positioned to develop and strengthen its relationship with the African Union Organs and Mechanisms to drive change on the continent, by leveraging Plan’s
global and regional presence to ensure improvements in legislations and policies that impact on the rights and wellbeing of girls and young women.

Plan International African Union Liaison Office (Plan AULO) External Vacancy Announcement/Internship

Job Position – Finance and Admin Intern

Required Qualification and Experience
Education: first degree in Business Administration,Management, Accounting or related fields
progressive experience in finance and administration roles and strong knowledge of accounting principles, financial reporting, and budgeting
An understanding and commitment to child rights
Fluency in English and ability to speak and communicate in
French language is an asset
Good understanding of Child Rights and NGO Liaison
requirements with the AU/UN.
Excellent planning & organizational skills, team-working
ability, including the capacity to work effectively with people from many different backgrounds.
Computer literacy skills.

Key Accountabilities:

Administration
Ensure office services such as office cleaning,
coffee/tea, telephone connections are in order
Make sure utility bills are paid in a timely manner.
Support the team in liaising with external service
provider or the landlord to maintain the smooth running of the shared Premises;
Assist in filling Purchase Requisitions for purchases of
office supplies, equipment, etc for Sponsorship Operation and other projects as
needed;
Assist in collection of quotation for different purchases
from service providers;
Assist in facilitating payment requests for service
undertaken on monthly and quarterly basis and ensure the completeness of the
document before submitting Finance Team for payment;
Assist in arranging/facilitating travels of staff of Plan
International and partners which includes visas, flight tickets and hotel
bookings
Support the HR and Admin Specialist in arranging visas
processes, hotel bookings and transports.

Finance
Assist the online reporting of income tax, pension
contribution, withholding tax, etc on ERCA website on the reporting time;
Follow up on ERCA’s new requirement or change of reporting
template while making monthly payments;
Check the completeness of the payment request or financial
documents submitted to finance department before payment prepared;
Support payment process for different service providers
through CK or bank transfer to their respective account;
Following up with financial document signature for different
service provider;
Assist
the Finance Specialist in CK preparation and delivery to suppliers and inform
service providers to collect CK on time together with the withholding receipt;
Submit or deliver bank transfer letters to bank and follow
up on collect bank statements and transfer slip/advise on a regular basis;
Facilitate external audit engagement by providing
documents and forward explanation for any audit inquiries.

Documentations:
File financial documents on a monthly basis together with system
generated report in sequential order;
Label each box files according to the date and
description;
Check
finance documents are complete and filed in sequential manner;
Check Good Receiving Note (GRN) attached on each payment
for fixed asset items and purchase of materials from different service
provider;
Maintain and file employee, service provider and
consultancy agreement in sequential order;
Assist the audit process by retrieving requested documents
and arrange it in the box file for external auditors;
Ensure all financial and other relevant documents are
scanned and filed in common shared folder on monthly basis.

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