Administrative and Finance Officer Job at BlueBrain Services Limited

BlueBrain Services Limited is a corporate and financial consulting firm managed by experienced corporate professionals in financial services, project management, business, and human capital development. We offer bespoke solutions and recent innovations in financial engineering in a bid to make our clients go ahead of their competition.

We are recruiting to fill the position below:

Job Position: Administrative and Finance Officer

Job Reference: BBR-001035
Job Location: Abuja, Nigeria
Sector: Corporate
Job Type: Full Time
Career Level: Intermediate
 Duration: Full Time

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.
• 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.
• Oversee and manage day-to-day office operations.
• 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.
• Maintain office supplies inventory, place orders, when necessary, always ensure availability and up-to-date records of all the required documents/supplies.
• Ensure all safety kits, like a fire extinguisher, triangular caution sign, first aid kit, etc. are in the vehicle and up to date.
• Serve as the primary point of contact for internal and external communications.
• Operate copy equipment, fax machines, printers, or other equipment necessary.
• Perform any other task assigned by the management.

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.
• 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.
• 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.
• 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.
• Experience with calendar management and scheduling software to coordinate appointments, meetings, and events,
• Basic understanding of financial software for tasks like invoice processing and petty cash management.
• Excellent communication and interpersonal skills.
• Strong attention and orientation to details and results.
• Time management and organizational skills to keep track of deliverables and stay on schedule.
• Professionalism, motivation, creativity and flexibility.
• Capability to identify issues and implement practical solutions to address administrative challenges.
• Familiarity with electronic and manual record-keeping /document management systems to maintain organized and accessible files.
• Excellent verbal and written skills (in English, and the local language of the project).