Finance and Administration Officer

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.