Job Description

Responsibilities

• Supervise and maintain financial and administrative records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for day-to-day transactions and reports.

• Manage financial and administration teams to achieve company financial goals.

• Develop the overall corporate financial goals and objectives.

• Manage accounts payable,accounts receivable,purchase and receipt on,payment of invoices, payroll and bills.

• Maintain accurate bank records of cash withdrawals and deposits.

• Maintain parallel records of income and expenditure in the financial database.

• Follow standard accounting processes for financial analysis and reporting activities.

• Evaluate existing accounting systems and recommend improvements if required.

• Assist in developing and managing budgeting systems.

• Perform account reconciliations and generate financial reports.

• Ensures adequate cash flow for the organisation\xe2\x80\x99s requirements, by monitoring funder remittances, and preparing requests for funds as needed.

• Identify and resolve invoicing issues, accounting discrepancies and other financial related problems.

• Manage all client accounts for payment settlements.

• Interview, hire and train new employees in financial and administration activities.

• Assist in resource identification, work assignment, performance evaluation, and promotion decision activities.

• Prepare the annual budget in consultation with the Director.

• Focal point with external entities such as bookkeeping company, auditor and tax authorities, etc.

• Ensures and reviews monthly financial statements from the accountant and prepares narrative reports for the review of the board of directors.

• Monitor the performance of the financial assets.

• Prepares documents and schedules for annual audit, and liaises with auditors.

• Maintains personnel files, health benefits and other insurances updated.

• Maintain basic administrative systems for the Fund, including information resources, general filing, electronic filing, personnel records, contracts and leases, subscriptions, insurance, etc.

• Make sure tax reporting obligations are timely fulfilled.

• Develop, improve and document administrative procedures.

• Handle contacts and office contracts.

• Track progress of legal disputes and registrations.

• Lead the preparation and organisation of meetings, workshops, seminars, outreach activities etc..

• Ensure daily administrative and secretarial support to the team, including daily correspondences, maintenance of filing system, printing and photocopying, updating official travel and leave plan, visitor\xe2\x80\x99s list and event list.

• Select and enter data from a wide variety of documents, verifying accuracy by checking sources, making necessary calculations and assuring inclusion of all relevant data.

• Ensures the effective development and administration of IT systems, such as databases, email, cloud filing, back-\xe2\x80\x90up and online communication tools including Skype,Zoom, websites, and other web/video/audio conferencing systems.

• Manage incoming telephone and mail communications.

• Advise and assist international staff, experts and consultants on all issues of allowances, salary advances, travel claims and other financial matters; authorise payments due for claims and services.

• Supervise the vehicles, drivers and messengers.

• Perform any other duties assigned by the director.

• Bachelor\'s or associate\'s degree in Finance or related fields is preferred.

• Proven working experience as a finance and administrative manager.

• Finance and administrative experience with SEO knowledge.

• Knowledge of and experience in applying accounting procedures and protocols in budget administration and financial forecasting, analysis and reporting.

• Demonstrated capacity to think strategically with expertise in complex problem solving, decision making and critical thinking skills.

• Proficient in all Microsoft Office applications.

• Proficiency with computerised financial systems, such as accounting programs, databases, payment processing, excel spreadsheets, payroll services.

• Strong business sense and industry expertise.

• 100% Finance and administrative person with a business mindset.

• Strong analytical, organisational, and creative thinking skills.

• Excellent communication, interpersonal, and customer service skills.

• Great written skills.

• Time-management and organisation skills

• Leadership,Conflict Management,Decision-Making,People Management,Budget Development,Problem Solving,Planning and Teamwork,Critical Thinking.

• The ability to work under pressure.

• Availability to work within opening hours (e.g. evenings, holidays, weekends).