Responsibilities
Under the overall supervision of the project team leader, the Admin/Finance Manager will perform the following tasks;
Type, process and file correspondence, reports and other materials.
Develop and maintain effective filing, archiving and record keeping systems, both paper and electronic.
Pro-actively manage the Organization emails, in-tray and diary of the Team Leader and ensure appropriate priority is given and action is taken in response.
Handling of confidential information and sensitive issues reliably.
Make suitable and efficient travel arrangements for field staff, board members and any visitor and undertake all associated administration. Management of local travel schedules and project vehicles.
Support and host visitors from the region and elsewhere – arranging inductions and other programmes for them ensuring high level of care.
Data entry using software such as Excel and Access.
Organization and preparation of meetings and take minutes/report on such meetings.
Obtain and maintain a thorough understanding of the financial reporting and general ledger structure.
Ensure efficient, timely and accurate recording and payment of accounts payable.
Thorough audit of all transactions at point of entry ensuring appropriate purchase order matching, credit terms and adherence to appropriate authorization and budget confirmation and clearance.
Process all bank payments and receipts ensuring all cash inflows and outflows are properly recorded and bank accounts are reconciled at the end of each month.
Process monthly recurring journals and end month journals and ensure all expenses for the month are posted.
Ensure complete documentations and audit trails for each transaction is maintained, filled and easily retrieved.
Ensure financial statements are accurate and that they reflect the position of the organization and documentation is complete and ready for audit.
Support budget and forecasting activities.
Collaborate with respective donor agency in accounting and financial reporting as outlined in a duly signed agreement.
Collaborate with other departments to support overall department goals and objectives.
Respond to enquiries from the Team Leader regarding financial and special reporting requests.
Assist in development and implement of new procedures and features to enhance the workflow of the department.
Ensure all financial reporting deadlines are met with accurate and timely reporting of financial information on monthly, quarterly and annual basis.
Knowledge, Skills and Abilities
Degree in Business Administration
Minimum of 3 years work experience with an NGO or Donor funded programmes
The incumbent must have strong communication and analytical abilities
Fluency in both written and spoken English.
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