Administrative and Finance Officer at Eden Solutions and Resources

Job Description

• The Administrative and Finance Officer will play a crucial role in ensuring the smooth and efficient functioning of the office. On the administration side, s/he will be responsible for managing/overseeing daily operations, handling communications, and providing vital support to the team.
• While on the finance side, s/he will play a crucial role in maintaining financial records, handling day-to-day financial transactions, and ensuring compliance with relevant regulations.
• S/he will collaborate with various departments to support financial planning and analysis, contributing to the overall financial health of the organization.
• S/he should be highly organized, and detail-oriented, possess excellent communication skills, excel in multitasking, and has a proactive approach to problem-solving, thrive in a dynamic work environment, and have a passion for contributing to the overall success of the team.

Tasks and Responsibilities:
Administration:

• Performs a variety of routine assignments as appropriate to the position; operates a personal computer to draft basic correspondence, enter data, and print letters, labels, reports, and/or other materials; types and mails form letters.
• Perform specialized services of a routine clerical/administrative nature in strict accordance with established procedural guidelines, as appropriate to the position.
• Ensure the office and equipment are maintained, well organized, and presentable always.
• Oversee and manage day-to-day office operations.
• Maintain office supplies inventory, place orders, when necessary, always ensure availability and up-to-date records of all the required documents/supplies.
• Ensure all safety kits, like a fire extinguisher, triangular caution sign, first aid kit, etc. are in the vehicle and up to date.
• Serve as the primary point of contact for internal and external communications.
• Manage incoming calls, emails, and correspondence, redirecting them as necessary.
• Greeting and directing visitors and handling complaints in a courteous and professional manner
• Coordinate schedules, arrange meetings, distribute memos and reports to ensure that everyone is kept
• current with necessary company news and information.
• Work with the team to prepare meeting agenda and take minutes during meetings.
• Assist in the preparation of reports and presentations for management.
• Ensuring that clients' identities, conversations remain confidential and the security of files and filing systems.
• Occasionally traveling off-site to deliver reports or files to other departments.
• Operate copy equipment, fax machines, printers, or other equipment necessary.
• Perform any other task assigned by the management.

Finance:

• Maintain accurate and up-to-date financial records of the organization.
• Assist in the preparation of budgets and financial forecasts.
• Monitor and manage cash flow to meet operational needs.
• Process financial transactions, including accounts payable, accounts receivable, and payroll.
• Reconcile bank statements and ensure the accuracy of financial data.
• Monitor budgetary performance and provide insights on variances.
• Collaborate with department heads to ensure adherence to budgetary guidelines.
• Conduct financial analysis and prepare financial reports for internal and external stakeholders to support
• decision-making.
• Assist in the completion of audits and regulatory inspections.
• Assist in managing, and reconciling petty cash, processing invoices, and assisting in basic financial
• record-keeping.
• Provide insights into financial performance to aid strategic planning.
• Utilize financial software and systems to streamline processes.
• Contribute to the improvement of financial procedures and systems.

Qualifications

• Bachelor's Degree in Accounting, Business Administration, Management, or relevant field preferred.
• Minimum of 2 years of work experience in administrative support functions, with increasing responsibility. Experience with a local or international NGO is a plus.
• Experience and proficient skills in MS Office packages (Excel, Word, PowerPoint, Visio) and information management systems.
• Knowledge of financial regulations and accounting principles.
• Ability to effectively manage and organize data, including data entry, database management, and maintaining accurate records.
• Skill in drafting, editing, and formatting documents, reports, and presentations.
• Experience with calendar management and scheduling software to coordinate appointments, meetings, and events,
• Basic understanding of financial software for tasks like invoice processing and petty cash management.