Administrative and Finance Officer

JOB SUMMARY

BlueBrain Services Ltd is looking to hire an experienced Administrative and Finance Officer to perform specialized services of a routine clerical/administrative and finance nature in strict accordance with established procedural guidelines, as appropriate to the position.

JOB DESCRIPTION

Administration Tasks and Responsibilities

• Performs a variety of routine assignments as appropriate to the position; operates a personal computer to draft basic correspondence, enter data, and print letters, labels, reports, and/or other materials; types and mails form letters.
• Perform specialized services of a routine clerical/administrative nature in strict accordance with established procedural guidelines, as appropriate to the position.
• Ensure the office and equipment are maintained, well organized, and presentable always.
• Oversee and manage day-to-day office operations.
• Maintain office supplies inventory, place orders, when necessary, always ensure availability and up-to-date records of all the required documents/supplies.
• Responsible for logistics and ensuring all company vehicles are working appropriately. Ensure all safety kits, like a fire extinguisher, triangular caution sign, first aid kit, etc. are in the vehicle and up to date.
• Update the company on new regulations from vehicle authorities, relating to the official use of vehicles.
• Serve as the primary point of contact for internal and external communications.
• Manage incoming calls, emails, and correspondence, redirecting them as necessary.
• Greeting and directing visitors and handling complaints in a courteous and professional manner
• Coordinate schedules, arrange meetings, distribute memos and reports to ensure that everyone is kept current with necessary company news and information.
• Work with the team to prepare meeting agenda and take minutes during meetings.
• Assist in the preparation of reports and presentations for management.
• Ensuring that clients' identities, conversations remain confidential and the security of files and filing systems.
• Occasionally traveling off-site to deliver reports or files to other departments.
• Operate copy equipment, fax machines, printers, or other equipment necessary.
• Perform any other task assigned by the management.

Finance Tasks and Responsibilities

•  Maintain accurate and up-to-date financial records of the organization.
• Assist in the preparation of budgets and financial forecasts.
• Monitor and manage cash flow to meet operational needs.
• Process financial transactions, including accounts payable, accounts receivable, and payroll.
• Reconcile bank statements and ensure the accuracy of financial data.
• Monitor budgetary performance and provide insights on variances.
• Collaborate with department heads to ensure adherence to budgetary guidelines.
• Conduct financial analysis and prepare financial reports for internal and external stakeholders to support decision-making.
• Assist in the completion of audits and regulatory inspections.
•  Assist in managing, and reconciling petty cash, processing invoices, and assisting in basic financial record-keeping.
• Provide insights into financial performance to aid strategic planning.
• Utilize financial software and systems to streamline processes.
• Contribute to the improvement of financial procedures and systems.

COMPETENCIES REQUIRED

• Bachelor’s degree in accounting, business administration, management, or relevant field preferred.
• Minimum of 2 years of work experience in administrative support functions, with increasing responsibility. Experience with a local or international NGO is a plus.
• Experience and proficient skills in MS Office packages (Excel, Word, PowerPoint, Visio) and information management systems.
• Knowledge of financial regulations and accounting principles.
• Ability to effectively manage and organize data, including data entry, database management, and maintaining accurate records.
• Skill in drafting, editing, and formatting documents, reports, and presentations.