The Admin/Finance Officer is responsible to oversee and handle the routine financial activities of the project including transaction processing, reconciliation, and monitoring of office financial records. He will ensure that financial policies, procedures, and systems are in place, the internal control is robust & effective, and financial resources are properly safeguarded. He will also ensure appropriate audit trails are maintained.
Main Responsibilities
Finance & Accounting
- Maintain accurate project financial records, ledgers, and documentation.
- Ensure timely processing of project payments, including payroll, vendor payments, and advances.
- Monitor project expenditures and reconcile accounts monthly.
- Prepare and submit project periodic financial reports to finance manager, donor and other stakeholders.
- Assist in internal and external audits by providing required project documentation and support.
- Ensure all project transactions are properly authorized; tax is accurate & supporting documents are completed.
- Prepare project vouchers & record all transactions into the computerized accounting system.
- Check all project purchase requests form (PRFs) as per budget lines.
- Maintain updated cash book on daily basis.
- Ensure appropriate entries are passed (adjustment, reversal, correction) and receipts and payments are accurately matched, classified and reconciled for audit trail.
- Liaise with finance department regarding monthly tax payment
- File original tax forms & settlement including communication & correspondences with the tax authorities.
- Any other tasks assigned by the Finance Manager
Administration
- Oversee general administrative functions, including project office management and logistics.
- Maintain updated records of contracts, agreements, and fixed assets.
- Support HR functions, such as timesheets, leave records, and recruitment logistics.
- Ensure compliance with organizational and donor policies, including documentation and record keeping.
