Finance and Administrative Assistance – Maternity Cover Full Time

Summary of the Job:

The Finance and Admin Assistant provide comprehensive administrative, logistical, and financial support to the TRAIL project team by managing office operations, coordinating travel, and ensuring the accurate processing of payments, taxes, and financial documentation.

Duties and Responsibilities:

Financial Support & Cash Management

• Payment Processing: Effect payments for the project team, trainees, and beneficiaries in strict accordance with established organizational procedures.
• Cash Handling: Manage office petty cash funds and checks, including the timely collection and deposit of all funds.
• Tax Compliance: Ensure the accurate collection, documentation, and timely settlement of government income tax and withholding tax to the relevant authorities.
• Bookkeeping: Provide essential support in bookkeeping and accounting-related tasks, ensuring all financial documents are properly filed and maintained.
• Advance Settlements: Monitor and follow up on the settlement of travel and work advances to ensure financial accountability.

Administrative & Operations Support

• Office Management: Oversee the day-to-day efficiency of office facilities, including the maintenance and settlement of bills for utilities (telephone, internet, water, electricity) and equipment.
• Procurement & Logistics: Assist in the procurement of local materials and maintain an optimal stock of stationery and fast-moving office supplies.
• Travel Coordination: Handle all logistical arrangements, including hotel reservations, flight bookings, and ground transport for the project team.
• Team Assistance: Provide general administrative support services to the TRAIL project team to ensure smooth operational workflow.

Qualification:

• Undergraduate degree or equivalent in office management, accounting, business administration, or related discipline

Professional Experience and Competency:

• A minimum of 3 years of working experience in accounting and office management responsibilities;
• Strong knowledge of internal control system and procedures;
• Self-motivation and excellent skill in team work;
• Computer literate with advanced skill in using Ms Office, especially Excel & Word;
• Able to take initiative and work with limited supervision, organised, attentive to details;
• High levels of integrity and loyalty to colleagues, the team and the organisation;
• Ability to work under pressure, manages stress & maintains high performance;
• team and organization wide cooperation.