Finance and Administration Officer at Shea Splendor

Shea Splendor Company is a 21st century business with the vision of redefining the cosmetic industry in Nigeria. Our goal is to create and promote beauty and skincare products based primarily on natural, unprocessed and healthy agricultural products designed using a customer-centric approach with a view to creating the best value for our stakeholders. Our core values are integrity, professionalism and diligence.

Shea Splendor is recruiting for a Finance and Administration Officer

The Finance and Administration Officer will be responsible for timely posting of all invoices approved and paid, budget analysis and reconciliation, petty cash management, banking, filing of field office monthly financial information inclusive of payment vouchers, bank information, financial correspondence etc. S/he will also ensure orderliness within the finance department.

The Finance and Administration Officer will deal with all cash receipts and payments as well as advising the Management team and other Technical Officers on all financial matters and sharing areas of concern along with suggested solutions aligned with Shea Splendor team.

Key accountabilities

Financial Duties

• Preparation and presentation of Monthly, Quarterly and Yearly SS financial statements.
• Preparation of financial Forecast and Budgets for the SS (Production budget, financial budget, cash budgets etc.
• Overseeing daily accounting and finance functions of SS.
• Prepare and report SS Weekly Cashflow statements.
• Prepare and report Weekly SS financial obligation updates.
• Maintaining a strong corporate relationship with financial institutions.
• Develop a low-risk investment framework for investment application of excess liquidity for relevant value creation.
• Providing all relevant financial advice for all products within the SS.
• Review from time-to-time account and finance of SS distributors and Sales Reps.
• Draw up Audit exercise calendar for each of SS Sales Reps.
• Safeguarding the organization resources by scrutinizing all advance, procurement, and payment requests by adhering to the SS Manual, Policies and Procedures
• Prepare bankable feasibility report that will assist SS to obtain funding from the banks, CBN, International donor agency, foreign investors, AFDB, Federal government intervention funds etc.
• Develop business plan for the SS business.
• Prepare and submit monthly, quarterly and yearly performance report for the Management of SS.
• Any other financial duty that will be assigned from time to time by the Management.

Statutory and Compliance Duties

• Ensuring all statutory renditions within the SS are remitted in line with the statutory deadline. (VAT, PAYE, PENSION, WHT).
• Corporate filling/submission of all financial returns with the relevant authorities. (FIRS, LIRS, CBN, CAC etc.)
• Attending to all tax related issues with the relevant statutory bodies.
• Attending to all audit management letters.
• Monitor and updating financial infrastructure to keep pace with changing needs, such as compliance issues, reporting requirements, tax, and accounting issues, insurance requirements, etc.
• Any other Statutory duties that will be assigned from time to time by the Management
• Ensuring compliance with professional accounting standards, rules, regulations, and laws by directing, supervising, and facilitating the preparation and maintenance of required and appropriate financial records, monthly and annual financial reports, and all other financial reporting as may be required by federal, state, local agencies, or established accounting standards.
• Any other Compliance duties that will be assigned from time to time by the Management.

Administrative Duties

• Plan and coordinate administrative procedures and systems.
• Review and suggest ways to the management of streamlining SS processes.
• Assess staff performance and provide coaching and guidance to ensure maximum efficiency.
• Ensure strict compliance of the Staff Handbook.
• Ensure the smooth and adequate flow of information within the company to facilitate other business operations.
• Ensure the smooth running of tools and equipment.
• Monitor inventory of office supplies and the purchasing of new materials with attention to budgetary constraints.
• Monitor costs and expenses to assist in budget preparation.
• Oversee facilities services, maintenance activities and tradespersons (e.g., electricians, plumbing).
• Ensure operations adhere to policies and regulations.
• Keep abreast with all organizational changes and business developments.
• Enforce and manage the procurement function of the company.
• Any other administrative duties that will be assigned from time to time by the Management
• Perform monthly/periodic stock counts and inventory of raw materials, expendable, consumables financial documents (forms, vouchers, receipts etc.) and make a timely order before stock outs occurs

Logistics Duties

• Itemize Goods to ensure it corresponds with client requirements
• Coordinating transportation providers to ensure prompt and proper movement of shipments
• Responding to customer inquiries and referring clients to the proper channels
• Reviewing purchase orders and shipping documents to ensure accuracy
• Making special shipping arrangements as necessary
• Tracking and fixing shipping errors
• Preparing bills and invoices
• Managing distribution and shipment budgets
• Ensuring that the quality of all services provided meets the required standards
• Developing processes that make the supply chain more efficient and organized

Sales Duties

• Ensure prompt and timely after sales follow-up is carried out.
• Establish and maintain relationships with key customers
• Ensure prompt follow up on all customer complaint.
• Ensure and maintain high quality standards by ensuring all Customer complaints are attended to promptly and with high levels of urgency.
• Establishing, developing and maintaining positive trust relationships with customers to influence their decision-making process and ensure future sales
• Reaching out to customer lead through cold calling
• Resolve customer complaints by investigating problems; developing solutions; preparing reports and making recommendations to management.
• Keep detailed records of all contacts, both potential and existing and constantly be on the lookout for new contacts within the healthcare field. 
• Seek regular informal feedback from customers
• Updating the Daily and Weekly Prospect Reports
• Any other duty as assigned by your supervisor.

Qualifications and experience:

• A degree in Accounting or Business Administration is required
• Minimum of 3 years’ experience in a related function
• Willingness to always learn
• Impeccable negotiation skills.
• Use of Excel knowledge will be an added advantage.
• Ability to delegate tasks and follow through till completion.
• Proactivity and use of initiative is required for this role.

Work-based skills:

• Working knowledge of QuickBooks accounting software.
• Excellent computer skills with high proficiency in Microsoft excel
• Strong ability to be able to manage and prioritize multiple tasks
• Good analytical and reporting skills
• Excellent interpersonal and communications skills
• Able to manage pressure