Job Description

As the Finance and Administration officer, you\'re the backbone of our team\'s operations and activities and the soul that keeps our team moving forward. You anticipate the needs of your regional director and team members to help them stay focused on their projects by resolving operational and administrative issues before they arise. You will have an immense level of attention to detail when it comes to your tasks, especially in accounting and bookkeeping. You will be handling private and confidential information that must only be known to the Managing Director, Regional Director, and yourself. In addition to being organised and analytical, you possess the strong business judgment and communication skills needed to interact with a variety of people and job functions.

Administrative jobs at HELP are staffed by organised and dependable people driven by a common company goal: to help us accomplish great things. Working behind the scenes, we make a significant impact on the people and organisations we support to benefit humanity. We\'re adept at leading and managing a variety of simultaneous projects, which requires the particular talent of being able to communicate effectively with all levels of the organisation.

Regional Director and Team members:

• Schedule appointments for the RD and team members
• Remind RD of key tasks that need to be completed
• Support RD on ad-hoc tasks
• Handling of confidential and sensitive information
• Manage all travel administrative processes (Travel tickets, Visa application requirements, Invitation letter)

• Facilitate all payment and expense matters including filing documents
• Support PMs in the reconciliation of project costs, reimbursements, and expenses
• Accounts payable prepared, approved, and loaded into the accounting system (i.e. QuickBooks) - Limited visibility.
• Accounts receivable are updated onto QBs immediately funds reflect in the bank
• Bank reconciliation
• Ensure all necessary taxes have been paid to all relevant authorities on time
• Coordinate and ensure deliverables for annual audits

• Facilitate management and maintenance of the office andrecurring services (cleaning, electricity, internet, telephone, water, insurances, office supplies etc.)
• Inventory and asset management
• Ensure all facility and office management contracts are up to date
• Manage all office and facility management suppliers

• Support with the hiring process / follow up on on-boarding documentation and exit processes with HR / SGI
• Ensure that all employees are tax compliant
• Ensure employment work permits for expatriates/passes are updated

• Liaison with respective IT support
• Purchase IT equipment when needed
• IT and telecommunication maintenance contracts where applicable

• Ensure that all legal obligations are met including documentation
• Liaison with government officials where needed
• Ensure all legal contracts are up to date

• Remind time to be on-time with their communication deliverables
• Remind team to write their articles
• Remind team to upload folders to respective folders