Job Details

Description:

Job Summary

The Finance and Admin Assistant will support the Finance Manager in managing the company’s financial operations, administrative tasks, and office management duties. This dual role requires balancing both financial responsibilities and administrative tasks to ensure the smooth functioning of the finance department. The ideal candidate will be organized, detail-oriented, and proactive in offering solutions to daily financial and administrative challenges.

Summary of Key Responsibilities:

1. Finance Responsibilities:

• Assist with day-to-day financial transactions, including processing invoices, managing accounts payable/receivable, and updating accounting records in the financial system (QuickBooks, Sage, etc.).
• Record expenses, maintain an updated expense ledger, and ensure all financial transactions are backed by appropriate documentation.
• Reconcile daily bank statements to internal records, ensuring accuracy and flagging discrepancies for resolution.
• Review and verify employee expense claims and ensure compliance with company policies.
• Handle petty cash management, ensuring proper documentation and reconciliation.
• Assist in the preparation of financial reports such as monthly income statements, balance sheets, and cash flow reports.
• Assist in maintaining the company’s budget by updating spending records, tracking expenses, and comparing them against budget forecasts.
• Collaborate with departments to gather budget-related information and help the Finance Manager in preparing budgetary reports.
• Ensure all financial activities are in compliance with statutory requirements, including tax filings (VAT, PAYE, NHIMA, ITX) and other local regulations.

2. Administrative Responsibilities:

• Manage relationships with external service providers such as utility companies, and maintenance services.
• Manage filing systems (both digital and physical), ensuring that all financial and administrative documents are organized and easily accessible.
• Act as the first point of contact between the Finance Department and other departments, suppliers, and clients. Handle routine financial inquiries and escalate urgent matters to the Finance Manager.
• Assist in the preparation of payroll, ensuring all data (hours worked, overtime, deductions) is accurate and up-to-date for timely salary payments.
• Maintain accurate records of contracts and agreements with suppliers and service providers. Ensure timely payment of vendors and coordinate with procurement for purchases.
• Prepare and circulate minutes of finance meetings, follow up on action points, and ensure timely feedback from relevant departments.

Required Skills and Competencies:

• Strong communication skills, both written and verbal, with the ability to work effectively with team members across departments.
• Strong attention to detail and accuracy in handling financial data.
• Excellent organizational skills with the ability to handle multiple tasks and meet deadlines.
• Excellent problem skills
• Proactive and solution-oriented, with the ability to work independently when required.
• High level of integrity and discretion in handling confidential financial and administrative information.
• A team player with a strong work ethic and a positive attitude.

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Primary Areas of Accountability: