Finance and Administration Officer


Job Title: Finance and Administration Officer (FAO)

DutyStation: SEAFO Secretariat, Swakopmund

CommencementDate:1 November 2023

Renumeration:The cmpany offers a competitive remuneration package which will be discussed during the interview

Duration: Permanent staff after six months of probation

Nationality: Namibian citizen or a Contracting Party citizen with permanent residence in Namibia.

   1.      ABOUT the South East Atlantic Fisheries Organisation (SEAFO)

The South East Atlantic Fisheries Organisation (SEAFO) is a regional fisheries management organisation in South East Atlantic Ocean established in line with the provisions of the United Nations Law of the Sea (Article 118) and United Nations Fish Stocks Agreement (UNFSA). SEAFO is an intergovernmental fisheries science and management body with the primary objective to ensure the long-term conservation and sustainable use of all living marine resources in the South East Atlantic Ocean, and to safeguard the environment and marine ecosystems in which the resources occur. Contracting Parties to SEAFO is Angola, EU, Japan, Namibia, Republic of Korea, and South Africa. The Parties forms the Commission and supports the operations of the Secretariat. The Commission became fully functional as from March 2005.

SEAFO is governed through the Annual Meetings with its operational decision making body being the Commission which is assisted by the Scientific Committee, Compliance Committee and the Administration and Finance Committee. The Secretariat of SEAFO is located in Swakopmund, Namibia.  The Executive Secretary and the Secretariat shall perform the functions delegated to them by the Commission.


SEAFO is seeking to hire a FAO with prerequisite skills and experiences to, among others, assist in the finance and administration of the Secretariat. The FAO will work under the direct supervision of the Executive Secretary. look after the Secretariat’s financial records and are responsible for the full implementation of staff rules and regulations.  His/her work is scrutinized by independent finance auditors and by SEAFO.  He/she works under the supervision of the Executive secretary.


a) Procurement, Finance and Administration

  • Maintains complete sets of financial records and prepares monthly financial statements (e.g., bank reconciliation, grants and parties contributions using Pastel software)
  • Prepares the annual billings to Contracting Parties and collects membership contributions
  • Prepares documents, working papers and financial statements for the Annual Audit
  • Administers payrolls and benefits
  • Assist in the preparation of the budget
  • Reclaim of VAT
  • Submission of PAYE summaries to Inland Revenue
  • Social security contributions of staff members
  • Liase with the bank regarding the online banking setup and maintenance
  • Being responsible for enough money in the expense bank account by arranging  
  • Liaise with suppliers/service providers
  • Obtain quotations from suppliers
  • Prepare purchase orders for certification by the Executive Secretary (ES)
  • Capture vendors in automated financial system, once approved by the ES.
  • Prepare monthly payment requisitions
  • Load payments in online banking system
  • Capture invoices into the financial system
  • Maintain petty cash and prepare cash reconciliations
  • File all receipts and disbursement records for auditing purposes
  • Maintain and update fixed asset register
  • Filing of procurement and administration documents as appropriate
  • Keep updated electronic records of SEAFO documentation and meeting reports
  • Assist the ES with travel arrangements
  • Calculate and load payments of travel allowance and other travel expenses
  • Receives telephones calls and post
  • Renew subscription to postal box annually

  b) Human Resources

  • Keep record of leave days of the SEAFO Secretariat staff
  • Ensures implementation of the SEAFO staff rules and regulations and consults with the Executive Secretary to that regard.

  c) Secretarial Duties

  • Keep record of the SEAFO Contracting parties and observers contact details.
  • Update the Chairperson, contact persons and Heads of delegation contact information.
  • Prepare the invitations to the annual meetings.
  • Manage the registration for the annual meetings.
  • Prepare attendance lists with contact information for each subsidiary body meeting.
  • Arrange venues and functions for physical annual meetings
  • Arrange meeting support like translators and sound equipment.
  • Set up of meeting venues
  • Providing on-site secretarial support as requested during annual meetings
  • Contributes to the preparation of provisional agendas of SEAFO meetings
  • Prepare the Adminisistration and Fincance Report for the annual meetings
  • Arrange internal meetings at the Secretariate office
  • Performs as rapporteur for SEAFO meetings upon request
  • Prepare documents relating to customs clearance for incoming/ outgoing of cross border commodities
  • Arrange for upgrade and maintenance of office equipment and infrastructure
  • Supervise the cleaner and cleaning materials
  • Purchase stationary and other office supplies needed using own transport

  d) Other Duties

  • Participates in continues training to update his/her professional working knowledge and skills with consent of the Executive Secretary and his/her own initiative or when requested
  • Performs other tasks upon request of the Executive Secretary and take added responsibilities as agreed with the Executive Secretary.


  • Bachelor/ B-Tech degree in Accounting / related field will be an advantage
  • A minimum of 3 years of experience in administration and finance
  • Experience with Sage Pastel Accounting System (including HR and payroll)
  • Excellent computer skills (Outlook emails, MS Word, excel & PowerPoint)
  • Accounting background
  • Ability to work as a team
  • High integrity, strong result orientation, drive for excellence and takes initiative
  • Ability to work unsupervised
  • Excellent verbal and written communication skills
  • Ability to multitask, work under pressure and pay attention to detail
  • Ability to work in multi-cultural and bilingual settings
  • Excellent organisational and inter-personal skills
  • Fluency in spoken and written English with knowledge of Portuguese language as an added advantage
  • Own transport for Secretariat work


Applications are invited for the position of Finance and Administration Officer. Namibian nationals as well as nationals from other Contracting Parties (Japan, EU, Angola, South Africa and the Republic of Korea) with permanent residence in Namibia are eligible to apply.

CLOSINGDATE: September 12, 2023 (close of business).

Please note: Only short-listed candidates will be contacted for interviews. The best candidates will be selected after the oral interview for a practical examination shortly after the interview.

 To apply for this position, please attach your CV, a copy of your formal tertiary education, and a cover letter to this email. Clearly indicate your name and surname in the subject line of your application email.  Applications received that do not meet the criteria will not be considered.