FINANCE AND ADMINISTRATION OFFICER

Position Objective

Responsible for providing general Administration and Finance Support Tasks to the Regional Office working closely with the line manager to ensure that policies and procedures of the organization are always observed.

Duties and responsibilities

Finance

• Oversee Office Petty Cash: Manage and reconcile all petty cash transactions for the office.
• Document Approval: Ensure all financial documentation is complete and forward it for necessary approvals and signatures prior to processing payments.
• Payment Processing: Execute payments via cheque and electronic funds transfers efficiently.
• Accounting Data Management: Perform data entry using QuickBooks or other accounting software to maintain accurate financial records.
• Financial Documentation: Prepare, organize, and maintain financial documents, assist with bill management, and ensure compliance with external audit requirements.
• Billing and Invoicing: Prepare and issue bills and invoices to DKH debtors in a timely manner.
• Payroll Coordination: Collaborate with the HR department and Finance Coordinator to ensure accurate and timely payroll preparation.
• Expense Reporting: Extract and distribute monthly expense reports to relevant stakeholders for management report preparation.
• Statutory Deductions: Ensure all statutory deductions are processed and paid by the end of each month.
• Document Filing: Systematically file all financial support documents to ensure easy retrieval and compliance.
• Bank Reconciliation: Prepare monthly bank reconciliations to ensure financial accuracy.
• Audit Preparation: Assist the Finance Coordinator and Operations Manager in preparing for financial audits.

Office Administration

• Correspondence Drafting: Draft and manage routine correspondence related to administrative and organizational matters.
• Compliance Documentation: Lead the management of office compliance documentation, ensuring that all regulatory documents are current and accurately maintained.
• Utility Payments and Agreements: Oversee the management of monthly, quarterly, and annual utility payments and lease agreements, including monitoring expiry dates and coordinating renewals.
• Legal and Contractual Support: Provide administrative support for regional office legal agreements and consultant contracts for outsourced services.
• Access and Security Management: Maintain records for office access cards, keys, and manage the automated office door access system.
• Insurance Follow-up: Monitor and address non-medical insurance issues, including property and vehicle insurance.
• Asset Management: Maintain and update the asset register ensuring it is current and collaborate on asset verification.

Project Finance

• Financial Support for Country Programs: Provide financial support to country programs concerning partner finances, including budget reviews and reporting when needed.
• Provide support for financial management of projects where required.

TARGET SKILLS PROFILE

SUBSTANTIVE KNOWLEDGE

• At least 3 years’ relevant experience in an international NGO.
• Experience in implementing and maintaining robust financial controls.
• Recent working experience with quick books.
• Advanced skills in excel and other Microsoft office applications.
• Proficiency in accounting systems.

COMMUNICATION SKILLS

• Cultural Sensitivity to diverse cultural and social contexts, especially in a multi-country office setting.
• Excellent communication and collaboration abilities with diverse stakeholders.
• External

EXECUTION SKILLS

• Demonstrated experience in handling finance and administration in a similar organization.
• Ability to maintain accurate and up-to-date financial records and reports.
• Advanced proficiency in MS Excel for data analysis and reporting

TARGETED SPECIALIZED KNOWLEDGE

• Bachelor’s degree in business administration, economics, commerce, finance, accounting or any other related field.
• At least CPA 2 or equivalent accounting qualification.