Admin and Finance Lead

Anonymous Employer

Job Summary

The Admin and Finance Lead will be assigned to work with the officials to coordinate the general management of the office, assist in the finance and budget activities of the office and perform administrative and strategic HR functions. He/she will work closely with and report to the Program Manager.

  • Minimum Qualification: Degree
  • Experience Level: Mid level
  • Experience Length: 3 years

Job Description

Finance:

  • Assist in the finance and budget activities of the office including preparation of quarterly budget submission by estimating the rental and utilities, office equipment and supplies, printing, and other contracts, services or running expenses
  • Verify all expense claims to certify correctness and ensure that all appropriate supporting documents have been provided
  • Develop a workable method for daily accounting of financial transactions using financial software such as excel/spreadsheet/QuickBooks and prepare monthly financial reports
  • Ensure that all cash and cheque payment requests are duly completed, certified and approved by authorized staff and all necessary supporting documents are provided before payment is done in line with Gates and other donor policies, procedures and requirements
  • Ensure that transactions are fully supported, approved, properly filed and that the operations conform to the requirements of Gates and other donors’ accounting procedures and as per the project proposal document
  • Maintain filing system for vouchers and all financial instructions/guidelines issued and filing system and ensuring the documentation is regularly updated and backed up
  • Ensure that monthly bank reconciliations are completed on a timely basis and that the final reconciliation is reviewed and signed off

Admin and HR:

  • General management of the office; ensure regular supply of power, water; ensure timely supply and adequacy of office supplies e.g. stationery, ink, paper; proper maintenance and safety of the office.
  • Ensure proper maintenance of office files including client, accounting and contract files (ease of retrieving information)
  • Oversee the operation of office accounts, planning and monitoring of expenditure, liaising with vendors (following TBI and other donors’ procurement policies)
  • Efficient coordination of staff use of the office vehicle
  • Perform administrative and strategic HR functions including Coordinate submission of relevant documents by all new employees, Proper filing of staff employment documents, ensure staff files are updated, Maintenance of records related to vacations, sick leave, grievances, and other staff matters, determine staff training needs and organize relevant training for staff.

Experience and Qualifications:

  • University degree from an accredited academic institution in Accounting, Finance or Business Administration
  • Three years of relevant experience in a similar role
  • Understanding of basic bookkeeping accounts payable and receivable
  • Prior experience in use of quick books and ERP software desirable
  • Experience in an office Admin role
  • Experience working for an NGO will be an added advantage
  • Develops / follows internal control procedures to prevent fraud and mismanagement.
  • Ensures application of institutional financial policies and guidelines
  • Effective communication skills with individuals at all levels of the organization
  • Able to work efficiently as a part of a team as well as independently
  • Able to work well under pressure and meet set deadlines
  • Good organizational, time management and prioritizing skills
  • Ability to manage shifting priorities with flexibility and accuracy
  • A hands-on approach to work, with the ability to deliver on deadlines in a fast-paced and fast-
  • changing environment, with minimal or no supervision

Essential Skills:

  • Exceptional oral and written communication and interpersonal skills
  • Effective interpersonal and leadership skills with an ability to develop and foster relationships across a wide range of diverse and senior stakeholders
  • Ability to operate and succeed in a highly political environment;
  • Strong analytical and management skills, including sound knowledge of strategic planning and project management tools;
  • Ability to use own initiative and actively look for opportunities to have an impact rather than simply be reactive
  • A decent understanding of how governments, businesses and international development organizations operate and how to succeed in them
  • Good knowledge of Microsoft Office products Word, Excel and PPT and other relevant software and tools

Personal Specifications:

  • Drive, motivation, and ability to consistently achieve results in a fast-paced environment.
  • Experience of living and working in developing countries is desirable but not essential.

Values we look for:

  • COURAGE… because to tackle global challenges, we must innovate and take smart risks
  • COLLABORATION… because when we work together and with external partners, we can overcome even the largest problems
  • COMPASSION… because our work is ultimately about improving people’s lives

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