• Maintain accurate and up-to-date administrative and financial systems.
• Manage petty cash and handle daily official expenditures.
• Organize and maintain project documentation in a structured manner.
• Prepare contracts, budgets, expense reports, and approval/payment requests.
• Compile financial reports on cash receipts, expenditures, and payables to subcontractors, and provide reconciliatory reports to the head office as needed.
• Monitor logistics operations and prepare maintenance and fuel consumption reports.
• Coordinate travel and transportation arrangements for staff and equipment.
• Administer employee agreements and conduct interviews for support staff when required.
• Travel within the region to oversee project progress and provide admin support.
• Supervise support staff including driver, cook, watchman, cleaner, and technician.
• Conduct daily physical cash counts and reconcile with the cash book.
• Record all financial transactions in cashbooks and monthly expense databases.
• Follow up on site payroll attendance sheets and submit to the main office.
• Collect quotations, prepare PRs, POs, GRNs, GINs, and GDNs; liaise with staff on procurement-related issues, including pricing and availability changes.
• Adhere to SC’s confidentiality principles and report any irregularities or misconduct.
• Orient new employees on departmental policies and manage employment documentation in coordination with the main office HR department.
• Maintain and update the site inventory list and share reports with the head office.
• Procure items as per approved specifications and requests.
• Disburse funds with the Project Manager’s authorization, ensuring alignment with estimates and guidelines.
• Properly code all receipts (account code, cost center, journal, period, receipt number) and assist with monthly budget/activity planning.
• Act as the logistic officer during their absence.
• Monitor and maintain vehicle logbooks and equipment/machinery fuel usage reports.
• Oversee project store inventory and ensure timely updates.
• Perform other duties as assigned by the higher management.