Assistant(e) Administratif(ve) et Financier(ère)

Job Posting Organization:
Family Health International (FHI 360) is a non-profit non-governmental organization dedicated to improving lives sustainably through integrated solutions. Established in 1971, FHI 360 operates in over 70 countries worldwide and across all U.S. states and territories. The organization focuses on health, education, nutrition, environment, economy and development, research, and technology, creating a unique combination of capabilities to address development challenges. In Senegal, FHI 360 is expanding its geographical coverage by opening two advanced offices within the Regional Health Directorates, one covering the regions of Louga, Saint-Louis, and Matam, and the other covering Tambacounda and Kédougou. To facilitate the implementation of interventions in these regions, FHI 360 is seeking qualified candidates for two positions of Administrative and Financial Assistant.

Job Overview:
The position combines administrative and financial functions at the advanced office level, in an environment where support functions are centralized in Dakar. The incumbent will be responsible for managing expenses for the operation of the advanced office and field activities, including preparing daily payments duly approved in accordance with FHI 360 systems and procedures. The role also involves supporting the review of accounting documents and ensuring that all transactions are fully and properly documented. The assistant will verify advance requests, travel expense reports, and operational expenses for accuracy and completeness, ensuring that expense reports have been approved according to FHI 360 systems and procedures, and perform reconciliation of advances after scanning and archiving supporting documents in SharePoint before submitting them for review and approval. The assistant will support the Grants team in tracking and processing fund requests and reports from sub-grants implemented in the covered regions, manage workshops and/or activities, including participant payments, and ensure the administrative and logistical management of the advanced office as well as tracking of assets and equipment assigned to it. Additionally, the assistant will assist the Procurement service in Dakar for acquisitions made on-site and serve as the local focal point for suppliers, ensuring ongoing administrative interface with the Regional Health Directorate hosting the FHI 360 team and local partners.

Duties and Responsibilities:

• Maintain accounting and accounting records: Ensure that all expenses are authorized, eligible, and processed efficiently. Verify invoices and compile necessary payment records. Manage mission advances, workshops, staff, and consultants; track the liquidation of these advances upon presentation of supporting documents within the required timeframe. Review expense reports from the advanced office ensuring that reporting methods and supporting documents comply with FHI 360 regulations and internal policies and procedures. Record transactions in GFAS according to accounting codes and projects, and ensure physical and electronic archiving in SharePoint of supporting documents according to the monthly closing schedule. Control the fixed asset register of the advanced office and alert the supervisor immediately of any non-compliant expenses, budget overruns, or identified financial risks.
• Support purchases and relationships with local suppliers: Assist the Procurement team in Dakar for acquisitions to be made on-site: identify local suppliers, collect quotations and pro forma invoices, verify the availability of goods and services. Prepare and send to Dakar the expressions of needs and purchase requests from the advanced office, with the required specifications and justifications. Ensure the physical receipt of goods and services delivered on-site, verify their compliance with the order, and establish receipt documents. Forward complete files to the Procurement service and ensure local follow-up until suppliers are paid. Maintain and update a directory of local suppliers and service providers (hotels, caterers, printers, vehicle rental agencies, etc.).
• Organize workshops, training, and missions: Support the organization of workshops, seminars, and training held in the covered regions. Prepare attendance sheets and payment statements and submit them for validation before execution by the Dakar office. Support the payment of participants during workshops and training and collect all signed supporting documents (attendance lists, receipts). Ensure the follow-up of related invoices and their archiving within deadlines. Assist in the logistical preparation of field missions and visitor programs.
• Ensure administrative management of the office and follow-up of assets: Ensure the ongoing administrative management of the advanced office and serve as a focal point with the Regional Health Directorate hosting the office (spaces provided, potential charges, practical coordination). Manage stocks of supplies and consumables: track entries and exits, maintain stock records, express re-supply needs to Dakar. Keep fixed asset files updated, ensure inventory of office equipment and their referencing, and report any movement, loss, or malfunction. Ensure follow-up of routine maintenance and minor repairs of equipment assigned to the office, in coordination with the Dakar office. Execute any other tasks related to the function, as requested by the supervisor and other colleagues.
• Ensure archiving and reporting and participate in the Audit of Financial Statements: Manage and improve the archiving system of accounting and administrative documents before and after the financial report. Support the archiving of accounting and financial documents on SharePoint. Maintain filing systems and other office systems, establishing new files if necessary and ensuring that documents are regularly filed. Produce periodic administrative and financial reports of the advanced office at the supervisor's request.

Required Qualifications:
A minimum of a BAC + 3 in finance, accounting, management, or administration. At least 2 years of experience in a similar position within an NGO or local institution; experience in a decentralized or field office is an asset. A good understanding of deadline compliance and being honest and well-organized. Demonstrated autonomy and sense of responsibility, as the position is based outside the national headquarters. Ability to work under stress. Proficiency in Excel, Word, and at least one accounting software, as well as collaborative tools like SharePoint. Maintain good working relationships with suppliers and partners, ensuring the integrity and reputation of FHI 36

• Good interpersonal skills and diplomacy in relations with regional health authorities and partners. Ability to work in a multisectoral, multidisciplinary, and multicultural environment. Ability to concurrently and effectively manage multiple tasks while considering priorities.

Educational Background:
A minimum educational requirement of BAC + 3 in finance, accounting, management, or administration is essential for this position.

Experience:
The position requires at least 2 years of relevant experience in a similar role within an NGO or local institution. Experience in a decentralized or field office is considered an asset, indicating that candidates with such backgrounds may have an advantage in understanding the operational dynamics of the role.

Languages:
Proficiency in French is mandatory, as it is the primary language of communication in the organization and the region. Knowledge of English would be considered a good asset, enhancing communication with international partners and stakeholders.

Additional Notes:
The expected hiring salary range for this role is XOF 9,400,000 - 11,000,000 for annual basic salary. When determining an offer amount, FHI 360 factors in multiple considerations, including but not limited to: relevant years of experience and education possessed by the applicant, internal equity, market pay, and budget. For internal candidates, salary placement will also follow FHI 360’s current promotional increase guidelines. This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time. FHI 360 is an equal opportunity employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law. FHI 360 is committed to preventing any type of abuse, exploitation, and harassment in our work environments and programs, including sexual abuse, exploitation, and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record, and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation, and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks. FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws. FHI 360 will never ask you for your career site username or password, and we will never request money, goods, or services during the application, recruitment, or employment process. If you have questions or concerns about correspondence from us, please email CareerCenterSupport@fhi360.org. FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development, and policies and programs that support a healthy work/life balance.