Administrative Duties:

• Office Management: Oversee daily office operations, including managing office supplies, equipment maintenance, and vendor relationships.
• Record Keeping: Maintain organized filing systems for both physical and digital documents, ensuring easy access to information.
• Communication: Serve as the primary point of contact for internal and external communications, including responding to inquiries and managing correspondence.
• Meeting Coordination: Schedule and organize meetings, prepare agendas, take minutes, and follow up on action items.
• Support Staff: Provide administrative support to staff members as needed, including assistance with travel arrangements and event planning.
• Perform any other task assigned by the line supervisor.

 

Financial Duties:

• Financial Record Keeping: Maintain accurate financial records, including accounts payable and receivable, payroll processing, and general ledger entries.
• Budget Management: Assist in the preparation of budgets and forecasts, monitoring expenditures against budgetary constraints.
• Financial Reporting: Prepare regular financial reports for management, highlighting key metrics and variances.
• Compliance: Ensure adherence to financial regulations, policies, and procedures; assist with audits as required.
• Transaction Processing: Process invoices, payments, and receipts in a timely manner while reconciling bank statements regularly.
• Preparing business activity reports, financial statements, and forecasts.
• Ensuring financial legal requirements are met.
• Developing financial reporting systems.
• Finding ways to reduce or maintain costs by studying financial reports and business processes.
• Assisting management in financial decisions.
• Maintaining up-to-date financial system knowledge.
• Plan, organize, and execute financial tasks and projects of the organization.
• Make estimates of funds required for the short and long-term financial objectives of the organization.
• Complete financial reports, lead the month-end closing process and conduct monthly financial forecast.
• Develop and implement plans for budgeting, forecasting, and reporting.
• Provide financial insight and analysis to drive the business performance of the organization.
• Evaluate the financial performance of the organization and measure returns on investments.
• Understand and calculate the risks involved in the financial activities of the organization.

Additional Responsibilities:

• Policy Development: Contribute to the development and implementation of administrative and financial policies and procedures.
• Training: Provide training and support to staff on administrative processes and financial systems.
• Project Support: Assist in special projects or initiatives that require administrative or financial input.
• Continuous Improvement: Identify opportunities for process improvements within administrative and financial operations.