Under the direct supervision of the Country Coordinator of the Stabilizing Land Use Project DRC and the Regional Admin & Finance Assistant of the Regional Forest Program of West and Central Africa and maintaining functional reporting relationship with the Cameroon Program Head of Finance and Administration based in Yaounde, the Administrative and Finance Assistant will mainly plan and manage the financial and administrative operations in DRC.

- Ensure that the accounting system is kept up to date and provides the basis for an efficient financial information system for both internal and external users, in compliance with IUCN accounting policies, legal and statutory requirements;

- Assist the Regional Forest Program with the budgeting process (elaboration, submission, review, adjustment and implementation)

- Prepare monthly income and expenditure statements

- Prepare and consolidate the Annual Financial Statements for the Forest Program

- Support in updating the ABC list in the IUCN Portals or any other tool adapted by IUCN

- Organise internal and external audits and ensure that agreed recommendations are implemented;- Ensure that required financial information and reporting requirements to PACO, HQ and Donors are complied with and submitted in a timely and satisfactory manner;

In addition to the above specific tasks, the Finance and Administrative assistant will undertake the following responsibilities:

1. Internal Control Environment

Taking into consideration external and internal audit recommendations, maintain an adequate internal control environment by reviewing and improving existing financial and administrative controls to ensure the provision of accurate and timely financial information, safeguarding of assets, and adherence to IUCN policies and compliance with local laws.

2. Accounting and Reporting

Maintain adequate accounting files in line with IUCN requirements and to facilitate the work of auditors.
Update and disseminate monthly financial reports of the Project to the Project Coordinator and Regional Finance and Administrative Assistant in Yaonde;
Reconcile current accounts as per HQ instructions
Complete quarterly, mid-yearly and annual accounts of the Project in accordance with instructions issued from HQ.
Prepare donor financial reports, invoices and related correspondence;
Follow up of overdue invoices.

3. Treasury Management

Monitor the liquidity situation of the Office and manage the cash and bank accounts in an effective manner, making sure that same tasks are done in other entities under our direct supervision;
Ensure that cash receipts and disbursement are properly supported with relevant evidential documentation and that all cash and bank balances are correctly reconciled on a monthly basis and in a timely manner with the records maintained.

4. Planning, Budgeting and Forecasting

(i) Budget Management

Manage the overall financial planning system for forest program in DRC.
Review the financial status of income and expenditure of all projects in DRC against the agreed budget.

(ii) Project Contract negotiation

Ensure that the conception and implementation of the project budgets are in accordance with IUCN financial policies and are prepared in a format consistent with IUCN accounting requirements.

5. Administration

Maintain inventory of fixed assets and ensure that they are adequately protected in accordance with IUCN policy

Attend to insurance Policy renewals. (Fire, vehicles, health) etc.
Establish and/or implement administrative policies and procedures for the smooth functioning of the offices and projects including the procurement of equipment, supplies and services needed, and other administrative and logistical matters in compliance with IUCN procurement policies and/or donors contracts;
Carry out any other related tasks as requested by the Country Coordinator, Stabilizing Land Use Project and the Regional Finance and Administrative Assistant of the Forest Program.

6. Audit

. Ensure that audits required in the project agreements are done in timely manner with regard to the preparation of the terms of reference, the consultation of audit firms and the drafting of the contract.

. Ensure that all the reports and supporting documents necessary for the audits are prepared and maintained efficiently

. Prepare responses to auditors’ comments with all the additional supporting documents as appropriate

. Ensure that audit reports are sent to the donors and to PACO regional office

. Assist the Regional Finance and Administrative Assistant of the Regional Forest Program to implement audit recommendations.

7. Human Resources

Handle all human resources issues in DRC (with consultation and validation by the Human Resource Officer for PACO)