Key Responsibilities

A. Financial Management

• Maintain accurate financial records, including cash books, ledgers, vouchers, and bank reconciliations.
• Prepare monthly financial reports and submit them to the central finance department in a timely manner.
• Ensure compliance with company’s accounting policies and internal control procedures.
• Monitor budget expenditures and provide variance analysis reports.
• Manage petty cash and ensure proper documentation for all transactions.
• Assist in preparing project and departmental budgets and financial forecasts.
• Process payments to suppliers, contractors, and staff according to approved procedures.
• Ensure all financial documents are properly filed and securely stored for audit purposes.

B. Administration Support

·       Oversee daily office operations to ensure an efficient and professional working environment.

·       Manage procurement and inventory of office supplies, equipment, and materials in accordance with company policy.

·       Maintain proper records of office assets, coordinate maintenance and repairs, and ensure optimal utilization of company resources.

·       Handle official correspondence, prepare and manage letters, memos, and administrative documents.

·       Maintain an organized filing system (both physical and electronic) for administrative records and documentation.

·       Coordinate travel logistics, accommodation, and transport arrangements for staff and visitors.

·       Supervise office support staff, including drivers, cleaners, and guards, ensuring discipline and adherence to company procedures.

·       Liaise with external stakeholders, vendors, and service providers for office-related matters.

·       Support the organization of meetings, workshops, and official events, including logistical and documentation arrangements.

·       Ensure compliance with Company’s administrative policies and procedures to maintain transparency and efficiency in operations.

C. Logistics & Procurement

• Coordinate procurement activities following Company’s procurement policy.
• Prepare purchase requests, collect quotations, and assist in bid evaluations.
• Ensure transparent and cost-effective purchasing procedures.
• Maintain updated inventory records and oversee the issuance and usage of office supplies.
• Supervise transport and vehicle management (fuel consumption, driver schedules, maintenance logs).

D. Reporting & Compliance

• Ensure all administrative and financial documents are available for internal and external audits.
• Prepare and submit periodic reports on financial and administrative activities to management.
• Ensure compliance with company rules, donor regulations (if applicable), and national laws.
• Maintain confidentiality and integrity in handling sensitive information.