Administrative and Finance Assistant/Educator and Child Supporter (Female)

The Garden of Flowers (GoF) is an integrated child development initiative implemented by HEWAD. The Centre supports orphans and highly vulnerable children, primarily aged 5–10, through education, nutrition, health monitoring, psychosocial support, child protection, family engagement and financial assistance.

In the role of Administrative and Finance Assistant, this person is responsible for ensuring effective financial management and administration which includes keeping track of the financial documents of the GoF including receipts, budget items, cash disbursements, etc as guided and instructed by the supervisor in HEWAD. This documentation must be made in a timely way to ensure timely and accurate financial reports to be submitted quarterly.

In coordinating with the GoF team, this person serves also as a liaison with HEWAD’s admin and finance departments when needed, such as collecting attendance sheets, receipts, etc and delivering to the appropriate HEWAD department, as well as communicating with HEWAD regarding schedules, financial needs, emergencies, and any other issues that arise.

As an Educator, this person is responsible for carrying out the duties of a full-time teacher, including all aspects of daily operation of a support center for children, including supervision, education, and health oversight.

Key Responsibilities – Admin/Finance Position

Financial Management and Accounting

• Maintain accurate and up-to-date records of Centre financial transactions and expenditures
• Review invoices, receipts, payment requests and supporting documents, and prepare payment documentation in accordance with HEWAD procedures.
• Monitor expenditure against the approved budget and report variances, unsupported expenditure or financial risks.
• Coordinate with HEWAD Finance on payments, budget, and cash on hand
• Support monthly, quarterly and annual financial reporting
• Maintain complete financial files
• Ensure appropriate authorization and confidentiality of financial information.
• Submit weekly reports on Thursdays via Whatsapp, providing a brief summary of expenses and budget for the week and any other administrative or financial information specific to that week.
• Coordinate with the GoF staff about any financial or cash needs, and supporting their work to ensure timely purchases and keeping up with necessary inventories at the GoF.

Administration, Records and Human Resources

• Manage Centre correspondence, calendars, meetings and routine administrative activities.
• Maintain staff personnel files, attendance, timesheets and leave records in coordination with the GoF Attendance Manager
• Provide verified staff attendance information for payroll and coordinate with HR and Finance.

Key Responsibilities – Educator position – Teacher

Educator

• Responsible for conducting an educational program in a classroom, providing lessons and instruction and guidance according to the GoF program and guidance from the Lead Teacher
• Responsible for the care and maintenance of the educational environment, including that all materials are clean, in good repair, and orderly.
• Responsible for conducting regular observations and keenly noting each child’s needs and progress, and preparing lessons and activities accordingly
• Is expected to always keep learning and growing professionally, building skills and acquiring additional knowledge towards educating and working with children.

Reporting Requirements

Daily/Regular – on an as-needed basis

Attendance, operational problems, food/kitchen concerns, urgent supply requirements, or any sudden schedule changes.

Weekly

1. Expenses for the week and cash on hand in coordination with GoF leadership

Any unique or special financial, administrative issues of the week (ie, holidays, extended absences, challenges such as government issues, environmental issues or emergencies).

Monthly

Financial records, budget monitoring, staff attendance/leave, allowance reconciliation and records of families receiving assistance

Quarterly

Financial summaries, KPI updates, asset and inventory verification, monitoring documentation, challenges, corrective actions and inputs to donor reports.

Annual/Completion

Information required for annual reporting. Cumulative information regarding families and children assisted.

Applicants meeting the above requirements are requested to apply for this vacancy, please use the following link;

https://forms.gle/4Ti9n5EwBS3JoAdM9

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Important Notes

1. Supporting documents, e.g. diplomas, recommendation letters, identification card(s), etc., are not required at this stage, therefore not to be sent along with the application.
2. Only short-listed candidates will be contacted for further assessment.
3. Please remember that we will not consider the CVs for the positions after the closing date.

Submission Link

https://forms.gle/4Ti9n5EwBS3JoAdM9