INTERNSHIP: Admin/Finance Intern

JOB VACANCY: Admin/Finance Intern

Title: Admin/Finance Intern – Monrovia

Organization: Johns Hopkins Center for Communication Programs

Location: Monrovia, Liberia

Reports to: Finance and Administration Manager

Job Summary:

Join the team at Johns Hopkins University Center for Communication Programs as an Admin/Finance Intern. This position offers an exciting opportunity to contribute to Breakthrough ACTION Liberia, a USAID-funded project focused on social and behavior change. As an Intern, you will support the Finance and Admin Department in implementing efficient finance activities within our Monrovia office. If you’re a proactive, detail-oriented individual with a keen interest in finance and administration, we encourage you to apply.

Key Responsibilities:

Finance:

• File monthly documents for reporting and scanning.
• Authenticate accuracy and compliance of invoices and forward them for payment.
• Assist in coordinating finance-related activities as assigned.
• Manage social security filing and receipt collection.
• Request monthly petty cash for COP phone cards and office supplies.

Administration:

• Set up and arrange the conference room for workshops and meetings.
• Manage and maintain office inventory, including tagging assets and conducting monthly physical inventory.
• Package quarterly field supplies and liaise with Field Managers for distribution.
• Follow up with vendors on delivery of goods and print materials.
• Ensure proper management of the warehouse and document goods movement.
• Document and sign waybills for goods dispatched from the warehouse.
• Assist in updating monthly stock balance.
• Coordinate with Administrative Assistant to submit invoices for vehicle rental and lodging.
• Ensure cleaning service providers are adequately supplied.
• Receive and inspect procured materials from vendors.

Required Qualifications:

• Bachelor’s degree or equivalent in business administration, accounting, economics, or related field, or currently a senior student at the university.
• Strong teamwork and independent work skills.
• Interest in finance and administration.
• Willingness to learn.
• Proactive and flexible with working hours.
• Strong interpersonal and teamwork skills.
• Computer literate.
• Ability to multitask and prioritize tasks.
• Fluency in English and Liberian local dialects.
• Strong attention to detail.

How to Apply:

Interested applicants should email their CV, cover letter, and three references (including current supervisor) to BA-Liberia-Admin@jh.edu with “Finance & Admin Intern/Monrovia” in the subject line. Applications without all required components will not be considered. The deadline for applications is Tuesday, 9 April 2024. Qualified Liberian residents, including women, are encouraged to apply. Only shortlisted candidates will be notified.

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SAMPLE COVER LETTER FOR AN ADMIN/FINANCE INTERN POSITION

Hiring Manager

Johns Hopkins Center for Communication Programs

Monrovia, Liberia

Dear Hiring Manager,

I am writing to express my interest in the Admin/Finance Intern position at Johns Hopkins Center for Communication Programs, as advertised. With a background in business administration and a strong interest in finance and administration, I am excited about the opportunity to contribute to the impactful work being done by Breakthrough ACTION Liberia.

Throughout my academic and professional experiences, I have developed a solid foundation in financial management, administrative tasks, and teamwork. I am currently pursuing my Bachelor’s degree in Business Administration and have completed coursework in accounting and economics, which I believe has equipped me with the necessary skills to excel in this role.

What particularly attracts me to this position is the chance to work on a project that aims to improve health outcomes and promote positive behavioral change in Liberia. I am passionate about making a difference in my community, and I am eager to support the Finance and Administration Manager in ensuring the smooth operation of finance-related activities within the Monrovia office.

I am a proactive and detail-oriented individual with strong communication and organizational skills. I am fluent in English and proficient in computer applications. Moreover, my ability to multitask and prioritize tasks has been demonstrated through my academic achievements and extracurricular activities.

I am enthusiastic about the opportunity to learn and grow professionally within your organization. I am confident that my background and skills make me a suitable candidate for this position, and I am excited about the possibility of contributing to the success of Breakthrough ACTION Liberia.

Thank you for considering my application. I look forward to the opportunity to discuss how my qualifications align with the needs of your team. Please find my CV attached for your review.

Sincerely,

[Your Name]

Possible Admin/Finance Intern Interview Questions With Answers:

1. Can you tell us about your experience with finance-related tasks? Answer: During my studies in business administration, I completed coursework in finance and accounting, where I gained theoretical knowledge and practical skills in financial management, budgeting, and financial analysis. Additionally, I have previous experience in assisting with financial tasks during my internship at [Previous Company], where I was responsible for filing invoices, reconciling accounts, and preparing financial reports.
2. How do you prioritize tasks when faced with multiple deadlines? Answer: I prioritize tasks by assessing their urgency and importance. I create a to-do list and categorize tasks based on deadlines and their impact on overall objectives. By breaking down tasks into smaller, manageable steps, I ensure that I stay organized and focused on meeting deadlines effectively.
3. How do you ensure accuracy when handling financial documents? Answer: Accuracy is crucial when handling financial documents. I meticulously review each document to verify information, such as invoice details, amounts, and supporting documentation. Additionally, I use tools like spreadsheets and accounting software to track and reconcile financial transactions, minimizing errors and ensuring data integrity.
4. Can you describe a time when you had to collaborate with colleagues to achieve a common goal? Answer: During my internship at [Previous Company], I collaborated with colleagues from various departments to streamline the procurement process. We identified inefficiencies in the procurement workflow and proposed solutions to improve communication and coordination between departments. Through effective collaboration and teamwork, we successfully implemented changes that resulted in cost savings and improved efficiency.
5. How do you stay updated on changes in financial regulations and best practices? Answer: I stay updated on changes in financial regulations and best practices by regularly reading industry publications, attending seminars, and participating in professional development courses. Additionally, I follow reputable financial websites and subscribe to newsletters to stay informed about emerging trends and regulatory updates in the finance industry.
6. Can you provide an example of a challenging situation you encountered in a previous role and how you resolved it? Answer: In a previous role, I encountered a situation where a vendor failed to deliver goods on time, impacting our project timeline. To address this challenge, I promptly communicated with the vendor to understand the reason for the delay and negotiated a new delivery schedule. I also worked closely with internal stakeholders to adjust project timelines and minimize disruptions. Through effective communication and problem-solving skills, we were able to resolve the issue and ensure timely project delivery.
7. How do you handle confidential information in the workplace? Answer: I understand the importance of confidentiality in the workplace and adhere to strict protocols to protect sensitive information. I ensure that confidential documents are securely stored and accessed only by authorized personnel. Additionally, I follow company policies and procedures regarding data privacy and confidentiality to maintain trust and integrity in the workplace.
8. Can you describe your experience with inventory management? Answer: I have experience with inventory management from my previous role, where I was responsible for maintaining accurate records of inventory levels, tracking stock movements, and conducting regular audits to reconcile inventory discrepancies. I utilized inventory management software to streamline processes and improve accuracy in inventory tracking, ensuring adequate supply levels to meet operational needs.
9. How do you handle situations where there are discrepancies in financial records? Answer: When faced with discrepancies in financial records, I conduct a thorough investigation to identify the root cause of the discrepancy. I review transaction records, reconcile accounts, and communicate with relevant stakeholders to gather additional information. Once the cause of the discrepancy is identified, I take corrective action to rectify the error and prevent future occurrences, ensuring the accuracy and integrity of financial data.
10. What motivates you to pursue a career in finance and administration? Answer: I am motivated by the opportunity to contribute to organizational success through effective financial management and administrative support. I am passionate about leveraging my skills and knowledge to drive efficiency, streamline processes, and support strategic decision-making. Additionally, I find fulfillment in overcoming challenges, learning new skills, and making a positive impact in the workplace.

Thank you for considering our job opportunity. We wish you the best in your application process. Our organization is committed to attracting and retaining the best employees from all backgrounds. We are an equal opportunity employer and do not charge any application/recruitment fee, whether refundable or not.