Finance and Administrative Assistant (m/f)

ABT Associates

Abt Associates is recruiting a Finance and Administrative Assistant (m/f), to be based in Windhoek, Namibia.
  • Abt Associates seeks a qualified F&A Assistant for the USAID-funded Local Health System Sustainability (LHSS) Namibia activity based in Windhoek, Namibia. In Namibia, the LHSS project will support the Ministry of Health and Social Services (MOHSS) and other stakeholders to advance holistic, long-term sustainability planning. The LHSS Namibia Activity will work with stakeholders to raise the profile of health financing and human resources for health (HRH) in the MOHSS and across the Government of the Republic of Namibia (GRN); revitalize technical working groups and multisectoral platforms; and strengthen the MOHSS’s capacity to use evidence to prioritize investments. Key areas of technical support to the MOHSS and GRN stakeholders include benefits packaged design and costing, resource allocation, health priority setting, and private sector engagement
  • The F&A Assistant will provide a full range of financial, administrative and programmatic support to the project team, including:
Financial Management
  • Support the F&A Team with project financial processing, record keeping and report in the following tasks but not limited to: QuickBooks data entry, filing invoices before payments, tracking and control of advances and expense reports, maintaining up to date bank reconciliations including pending checks and advances from US dollar and local currency accounts, coding project expenses according to the internal accounting codes established by the head office, and ensure that Invoices comply with the requirements of Namibian law
  • Support in the analysis of financial statement accounts
  • Preparation of monthly payroll and record keepings of staff vacations and leaves of absence
  • Filing of orders for credit memos, slips in support of payroll each month and filing payroll forms, income tax withholdings, and social service contributions in accordance with local tax law
  • Support with contract and financial record keeping of vendors, consultants, subcontractors and grantees, ensuring accurate and timely processing and record keeping of schedules deliverables and payments
  • Manage and maintain project petty cash account and funds
  • Provide finance support for project events and activities
  • Support the staff with finance administrative procedures, especially in the implementation of the internal control system and the financial procedures manual of the company
  • Maintain inventory records of all project supplies and assets
  • Working closely with the LHSS Namibia technical team to implement program activities
  • Assisting in the development and implementation of detailed action plans for activities
  • Preparing and managing schedules
  • Planning and logistical support of meetings, trainings, and workshops
  • Providing travel logistic support such as making hotel reservations, contracting transportation, booking meeting venues, etc. for all project staff and personnel, including project sponsored travel for consultants, partners and counterparts in terms of providing travel advances and processing of travel expense reports
  • Providing general administrative support tasks such as but not limited to: preparing administrative documents, photocopying, scanning, delivering letters and invitations, soliciting bids and quotes, ordering, and managing office supplies, etc.
  • Provide general end user IT support to the LHSS Namibia team and serving as IT support contact person with Abt IT
  • Providing any other support to the FAO Team as required
  • Excellent organizational and file management skills
  • Experience using Quickbooks for project financial accounting highly preferred
  • Effective oral and written communication skills, including the ability to prepare reports
  • Excellent oral and written communication skills in English
  • Excellent computer skills with Microsoft applications
  • Previous experience with USAID or other agency projects
  • Strong IT skills will be an added advantage
  • Bachelor of Business Administration, Accounting or a related field preferred
  • Experience as administrative support for managers and/or teams highly desired (3+) years of experience OR the equivalent combination of education and experience
  • Minimum Qualifications:
  • High School Diploma + Four years of relevant experience, or Associates Degree + Two years of relevant experience
  • Only shortlisted applicants will be contacted
  • Abt Associates is an Affirmative Action/Equal Opportunity employer committed to fostering a diverse workforce. Abt Associates provides market-competitive salaries and comprehensive employee benefits. Local candidates strongly encouraged to apply


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