Fairtrade Africa: Regional Administration and Finance Officer

Fairtrade Africa
Please note: this opportunity closing date has passed and may not be available any more.
Opportunity closing date: 
Wednesday, 21 February, 2018
Opportunity type: 

Fairtrade Africa (FTA) is the umbrella organisation representing Fairtrade certified producers in Africa. FTA aims to effectively represent and provide services to producers within the International Fairtrade system and to contribute to livelihood improvement of African producers by increasing access to markets. Established in 2005, the FTA directs policy and strategic development of the organisation. FTA has four regional networks - Eastern, Southern, West and North Africa supporting producer activities.

 FTA seeks to appoint a Regional Administration and Finance Officer, based in South Africa.

Salary: R9 641 to R14 508 

Report to: Head of Region

The purpose of the position is to perform financial, administrative and logistics tasks to support the Head of Region, the Regional Team and the Board to efficiently manage Southern Africa Network and the smooth running of the regional office.


Finance Support

  • Prepare and maintain cash controls, reconciliation of bank statements, process invoices and purchase order systems in accordance with the FTA financial policies
  • Develop procedures and oversee controls in issuing all payments and cheques ensuring timely payments
  • Maintain, reconcile and advise on updating the general ledger
  • Prepare and reconcile bank statements
  • Issue invoices, receive payments and maintain the sales ledger
  • Ensure transactions are properly recorded and entered into the computerised accounting system
  • Prepare monthly, quarterly and yearly financial statements as required by FTA Board, policies and procedures
  • Prepare periodic reports on variances as required by Projects, Management and Board of Directors
  • Assist with the regional annual audits
  • Maintain the computerised accounting system
  • Maintain financial files and records to substantiate transactions and audit
  • Maintain the office petty cash and staff imprest systems
  • Safeguard assets by ensuring proper recording keeping
  • Assist with preparation and consolidation of SAN budgets
  • Assist in development and regionalisation of FTA financial policies and procedures
  • Ensure local tax laws and regulations are adhered by withholding, remitting and paying all taxes due and in due time
  • Advise and update the Head of Region and Finance Manager on all matters relating to local tax laws and regulations

Administration and Logistics Support

  • Arrange all travels (national, regional and international), transfers and  accommodation  bookings for HOR and members of the Board, staff and assistance during their stay
  • In liaison with Business Development Advisors and Business Support Officers organise and arrange producer visits for the Head of Region and any visitors
  • Support logistics for all travel for the Regional Team
  • Under direction and guidance of the HoR and Member and Partnerships Manager provide administrative assistance to Board of Directors including organising itineraries for partner Directors coming from outside South Africa  
  • During Regional Board meetings ensuring availability of meeting rooms, external venues, equipment, materials and catering arrangements as required

 Human Resource Support

  • Ensure compliance with relevant labour legislation for all countries in the SAN and Human Resources and Administration policies, procedures and guidelines
  • Prepare and administer the staff payroll and ensure statutory deductions are administered in time
  • Support field recruitment exercises by setting and organising interviews appointments, interview folders, and sending out regret letters
  • Liaise with the HR and Administration Manager and the Head of Region to ensure timely renewal processes for contracts
  • Lead in joining formalities for incoming local staff and prepare their induction programmes
  • Monitor and track staff leave types and status ensuring regular updating of the leave database and status report sent out to line managers, in coordination with line managers and advice accordingly
  • Update and ensure staff medical, Group life and Group personal accident insurance eligibility lists are current
  • Create and maintain employee's files, including CVs, employees's certificates, employee's bio-data, performance management forms, exit interview and leaver forms and ensure that all staff files and records are up to-date at all times
  • Report monthly payroll changes e.g. new hires, exits, change in salaries, promotions, etc.
  • Support in pension administration by maintaining all pension records, including information on employer and employee contributions
  • Application for work permits, Special passes and dependent passes for the international staff
  • Prepare, submit HR and payroll reports to the HoR and HR and Administration Manager

Office facilities and Administration

  • Provide administrative support including hosting visitors and resolving a range of administrative problems and inquiries
  • Maintain an up to date office asset register and corresponding Asset Insurance
  • Coordinate office equipment maintenance and repairs to ensure equipment are in good working conditions
  • Ensure timely payment of utility bills (water, electricity, internet,) and Office occupancy Sort, review, screen and distribute incoming and outgoing mail; prepare, compose and ensure timely responses to a variety of routine written inquiries
  • Establish rapport with suppliers and prepare engagement contracts
  • Manage office procurement processes by ensuring that competitive bidding has been done; prepare contract with vendor and maintain contract after award, ensuring that all documents are kept current and complete


  • A degree in Business Administration, HR, Finance or related courses
  • Experience in working with Not for Profit Non-Governmental Organisations
  • Proven experience in financial accounting
  • At least three years’ experience of providing administrative support, HR and Finance
  • Analytical and financial skills with qualification in accounting being an added advantage
  • Proven ability to write clear and concise letters, papers and reports for internal and external use
  • Experience of collating information to provide initial short briefing documents
  • Demonstrable skills in using Microsoft Office, (Word, Excel, Outlook and PowerPoint)
  • Ability to organise and plan work on own initiative, as well as working with a variety of different people
  • Ability to handle varied, demanding and complex tasks
  • Verbal and written communication in English
  • Practical knowledge of French or Portuguese will be an added advantage 
  • Experience of providing administrative support
  • Knowledge of Ethical Trade and Fairtrade in particular
  • Strong background in events coordination and HR 
  • Experience in developing and tracking of budget

An application form can be found on the jobs and volunteering page of our website. (CVs will not be accepted) http://www.fairtradeafrica.net/wp-content/uploads/2010/06/BUSINESS-DEVELOPMENT-ADVISOR-SA.pdf

If you have any queries, e-mail recruitments@fairtradeafrica.net or call +254 202721930  and ask to speak to a member of the HR team or Head of Region. 

Qualified applicants will be subjected to background checks as a condition of employment.
Completed applications should be saved in the applicant’s name and the position (Region Administration and Finance Officer)

Completed applications should be e-mailed to recruitments@fairtradeafrica.net 

All applicants should state how they meet essential requirements of the post and include their email address, telephone contacts and three referees with contact details on the application form.

Please quote the source of this advertisement in your application - NGO Pulse Portal

For more about Fairtrade Africa, refer to www.fairtradeafrica.net

For other vacancies in the NGO sector, refer to www.ngopulse.org/vacancies

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