Finance & Admin Officer at FINDEF

Reports to: Finance & Admin Manager 

Job Summary

The Finance and Admin Officer plays a key role in managing and delivering the Finance & Admin portfolio, dealing with a range of scenarios in administration and working with the Finance & Admin and HR Managers in creating and maintaining high level financial / HR performance in the organization. Under the direction of the Finance & Admin Manager, the Finance & Admin Officer supports the Finance and Admin department to achieve organizational goals and to ensure that the organization’s compliance obligations are met. The ideal candidate possesses a solid ethical framework and understanding of confidentiality, and has demonstrated integrity, accountability, and strong work ethics.

Specific Responsibilities

Finance:

• Providing support to the Finance & Admin Manager in processing invoices.
• Keep the accounts filing system up to date always and ensure good record keeping.
• Perform accounts payable functions and manage petty cash.
• Process all incoming invoices and distribute to appropriate staff for approval.
• Verify completeness and accuracy of all vouchers, requests, and employee expense reports.
• Reconcile invoices to records.
• Comply with established internal control practices and procedures to ensure proper management of financial transactions.
• In conjunction with the Finance & Admin Manager, will be responsible for reviews of all internal financial controls and the improvements on our organizational processes
• Provide general accounting support in the state office.

Human Resources:

• Assist in compiling and storing relevant personnel, financial, and administrative data while ensuring integrity, accuracy, and completeness.
• Assist in the hiring process by helping the recruitment team members post job ads, schedule interviews, collect and file applications and candidate information.
• Support the onboarding process for new hires by participating in orientations, preparing informative materials, and facilitating training sessions to ensure new employees are fully aware of contract terms and organizational processes.
• Maintain employee personnel files and conduct ongoing audits to ensure compliance.

Logistics and Administration:

• Adheres to and supports the implementation of our organization’s policies, procedures, and guidelines.
• Supports in communications, information management and coordination, as needed.
• Manage the logistics of meetings, take minutes of meetings, and disseminate same in a timely manner.
• Responsible for travel and accommodation arrangements for guests and staff by liaising with the security and operations team.
• Support in organizing all trainings, meetings, workshops, events, and other activities.
• Maintain an accurate inventory of office supplies, stationery, consumables and be responsible for re-stocking when office supplies are running low.
• Handles all logistical aspects of events and workshops, including liaising with relevant focal persons at the event venue, tracking number of participants, participant sign up, support agenda development and any other responsibilities assigned.
• Ensure asset register is updated regularly with information on purchase and transfer of items.
• Oversee the activities of the drivers, security and janitors.SA

Requirements:

• Bachelor’s degree in Finance, Accounting, Business/ Public Administration or Human Resources.
• At least two years of related experience, preferably in a consulting or nonprofit environment.
• Two (2) years of relevant work experience in a comparable NGO, in at least three of the areas below:
  • financial accounting, monitoring and reporting, budget planning, processing of transactions, use of financial management systems, audit;
  • asset management; document and information management; operating IT systems (Office, Word, Excel, PowerPoint, Outlook, etc.) and provision of basic support.
  • procurement of goods and services,
  • human resource support;
  • event organization, travel organization.

Additional attributes and experience:

• Attention to detail and a flair for numbers and Excel sheets.
• Excellent skills in accounting software are preferred.
• Strong planning and organizational skills. 
• Champion in promoting respect and teambuilding.
• Ability to learn fast and adapt quickly to change.
• Willingness to work the hours needed to meet deadlines and work well under pressure.
• Strong customer service orientation and effective communication skills both written and verbal.
• Relationship builder; a team player with all departments
• Proactive and process-oriented working style
• Desire to work in a collaborative team environment, but able to work independently with little or no supervision.
• Patience with routine

Knowledge, Skills, Abilities

• Excellent computer skills and superior knowledge of all MS Office Suite programs; accurate reporting skills.
• Ability to utilize software and work with databases; some experience preferred.
• Ability to multi-task, meet pressing deadlines and anticipate needs.
• Ability to maintain confidentiality.
• Ability to work independently and autonomously.
• Ability to meet deadlines and coordinate work with others.
• Excellent verbal, written, and in-person communication skills.
• Excellent planning, organization, interpersonal, and customer service skills
• Excellent problem solving, inter-personal skills, and attention to detail.
• Ability to adapt and adjust in changing environment.

Disclaimer: This job description is not an exhaustive list of the skills, effort, duties, and responsibilities associated with the position. Our organization’s procedures reflect our commitment to protecting children and vulnerable adults from abuse and exploitation. We are an equal opportunity employer. We uphold the Humanitarian Principles: humanity, neutrality, impartiality, and operational independence. We affirmatively engage the most vulnerable communities.

How to Apply