Finance And Administration Officer

1. Accountabilities

Finance and Administration

Financial Management and Accounting

Assist in preparation of annual budgets and monitor expenditure

Ensure Completeness of supporting documentation for payment. Verify that all procurements comply with competitive 3 quotes bidding.

Verify travel expense reports and ensure compliance. Review reconciliation of approved travel advances.

Prepare payment requisition and perform banking activities. Ensure bank transactions are recorded every time payments are made.

Prepare, maintain, manage and record day-to-day activities in accounting system

Ensure the compliance of finance policies and procedures by all staff members

Prepare, maintain and manage general ledger accounting such as processing invoices, payments and receipts. Ensure payables are managed smoothly and efficiently. Payments should be done in a timely manner

Responsible for petty cash disbursements, replenishment and petty cash count

Inspect, verify and reconcile accounts receivable and payable records and their balances

Maintain, manage and update records of all inventories

Perform monthly bank reconciliations

Prepare monthly management accounts

Maintain, manage and update records of all inventories

Periodic updating of asset register

Analyze financial data to identify trends, anomalies, and areas for improvement. Provide insights to support decision-making and strategic planning.

Implement and maintain internal financial controls to prevent fraud, errors, and mismanagement of funds

Monitor cash flow, manage banking relationships, and ensure sufficient funds are available for operational needs.

Calculate, withhold, and remit taxes as required by local laws and regulations. Stay updated on tax laws that affect the organization.

Assist with audits, verifications and resolving discrepancies

Maintain Confidentiality of all Financial Data

2. Administrative Duties

Oversee the maintenance and management of office facilities, equipment, and supplies. Ensure a safe and efficient working environment.

In conjunction with Logistics department – responsible for vehicle fleet

Assist in establishing and managing all procurement and logistics activities including management of vehicles and drivers.

Organize and coordinate company events, meetings, workshops, and conferences

Responsible for the preparation, submission and payment of statutory returns

Coordinate travel arrangements for staff members, including bookings, itineraries, and expense reimbursement

Maintain accurate and organized records, both electronically and physically, to support efficient operations and compliance

Participate in the preparation of various proposals and tender documents

Assist in implementing organizational policies and procedures, ensuring adherence throughout the organization;

Assist in managing the information technology, reviewing and implementing an IT Strategy

Provide administrative and financial support to senior management in decision-making and strategic planning processes

3. People Management & Supervision

Supervise office management duties such as such as filing, data entry, answering the phone

Supervise staff welfare.

4. Payroll

Preparation of payroll for non-management staff members

Assist with various HR tasks, such as employee onboarding, record-keeping, benefits administration, and maintaining personnel files

5. Any other Duties

·As required by management