Finance & Administrative Manager at TouchStone Ventures

Job Description
Job Brief:

·         Under the overall administrative authority of the COO, the Finance and Administrative Manager will undertake to implement the Company’s finance and administrative services including accounting and budgeting, human resources activities and supervision of use of office facilities and resources

• He/she will carry out effective recording, control and management of organization resources, the Office’s operational activities in keeping with the Bank’s policies and guidelines.

Duties and Responsibilities

• Budget preparation and implementation
• Participate in drawing up the administrative budget of the c Office following the schedule set by the Budget Department while taking into account the particular investment needs of the Office;
• Ensure recording, up-dating and monitoring expenditure in accordance with the company’s internal control rules and procedures.
• Report periodically on the status of budget implementation and propose possible revisions.
• Establishing procedures and controls to improve efficiency of service and identify cost savings and promote efficient use of office resources.
• Advise the management on methods to improve control environment in the Office.

Finance and Accounting:

• Ensure timely payments of all bills for in line with established financial procedures and regulations.
• Ensuring proper documentation of payment vouchers and all other supporting documents.
• Process for payment and maintain individual staff mission expenditure; advances and balances.
• Keep and maintain daily updates of all the required Office books of accounts, records, inventory and files in order, and all financial transactions captured and entered in SAP.
• Produce for review and final approval of the Country Manager, all the Office monthly financial and budget execution reports.
• Undertake timely preparation and verification of reports, statements and schedules for auditing of the Office activities.

Human Resources Management:

• Keep all staff records/files up-dated.
• Up-date and submit monthly reports on personnel management.
• Manage office staff benefits in accordance with the Human Resources policy and instructions in force.

General Administration: institutional procurement of goods and services and Management of property and equipment:

• Undertake procurement of goods and services in keeping with the Company’s rules and procedures.
• Manage the preparation and monitoring of service providers’ contracts.
• Keep stock of office supplies and inventory of Bank property and equipment.
• Management of office vehicles in accordance with the bank’s transport policy and instructions in force.
• Ensure the quality of Bank facilities in Madagascar, including workspaces, property and equipment as well as service provision relating to the upkeep, maintenance and security of facilities according to Bank standards.
• Organize, supervise and monitor the activities of administrative staff and ensure appropriate training for the latter in order to obtain quality services.
• Ensure all administrative documents necessary for the proper functioning of the office and staff are obtained from the relevant authorities.
• Proper management and control of office stores and petty cash.
• Ensure administrative support to all the Country Office staff and bank’s visiting mission as required.
• Ensure that proper filing is undertaken in the Country Office;
• Ensure that proper control mechanism and segregation of duties are in place, and that Bank procedures are fully implemented.

Desirable skills, knowledge and experience:

• At least a Bachelor's degree in Business Administration, Accounting, and/or Finance;
• Membership to a recognized professional accounting body (e.g. ACA, CPA, ACCA) will be considered as an added advantage.
• At least Six (6) years of relevant work experience. Experience in a similar post in a multilateral organization will be considered an advantage.
• Knowledge and experience in administrative; financial accounting and full range of office support work, with a high level of sustained performance.
• Thorough knowledge and use of all relevant computer and accounting software (SAP, Word, Excel, Access, MS Projects and PowerPoint) and the ability to help organize data and information retrieval systems.
• Strong interpersonal and verbal communication skills.
• Proven ability to work effectively in a team-oriented, multicultural environment and to function effectively as a member of various groups
• Strong written and verbal communication skills in English.