Accounts and Administrative Officer at HRD Solutions

Purpose

• As Accounts Officer: Responsible for maintaining NLP’s financial and accounting records. Responsible for contributing to NLP’s financial planning and management. As Admin Officer: Responsible for smooth and efficient operation of office facilities, equipment and vehicles.

Key Roles and Responsibilities
Accounts:

• Input of sales and purchases invoices, cross checking on billing
• Prepare aging report for accounts receivable
• Monthly reconciliation of accounts receivable and payable
• Issue cheques and official receipts
• Maintenance of accounts of expenditure and preparation of monthly expenditure statement.
• Maintenance of accounts: Cash Book, Cheque Books, etc.
• Assist with preparation of the budget
• Implement financial policies and procedures
• Establish, maintain and reconcile the general ledger
• Monitor cash reserves and investments and prepare and reconcile bank statements
• Prepare invoices
• Ensure transactions are properly recorded and data is entered into the system
• Prepare income statements and balance sheets
• Prepare monthly financial statements
• Prepare quarterly reports and report on variances
• Assist with the annual audit
• Maintain the accounts payable and accounts receivable systems in order to ensure complete and accurate records of all moneys
• Maintain financial files and records

Admin:

• Monitor and manage administrative budget
• Oversee the maintenance of office facilities and equipment, liasing with all staff/departments and service providers as necessary
• Manage office utilities, particularly power (NEPA and generator) and water
• Manage procurement, stocking and disbursement of office supplies, including diesel
• Manage company vehicles, including all papers (registration, insurance etc.),
• implementation of company’s vehicle policy, maintenance of vehicles, and daily movements of bus and motorcycle (with Logistics Officer)
• Liase with vendors, building management/owners, security personnel, local government authorities and other service providers as necessary
• Manage administrative assistant, driver, dispatch rider, security guards, liaising with Logistics Officers as applicable
• Related duties as required

Key Performance Indicators

• Accurate data entry and processing
• Accuracy of financial records
• Timely preparation of monthly reports
• Monitoring of expenditure and cash flow
• Smooth and efficient operation of the office and company vehicles

Experience and Qualifications

• A good Degree in Accounting, Accountancy or related fields
• 2 years experience in publishing

Required Skills and Competencies:

• Excellent communication skills and ability to liaise with internal and external customers.
• Keen eye for detail and the ability to prioritize
• Excellent PC Skills - proficient in Excel.
• Should be confident, proactive with high levels of self motivation
• Problem solving experience
• Personal qualities of integrity, credibility, and commitment
• Ability to work independently
• The ability to work in a publishing environment with an appreciation of the working practices, personality characteristics and culture in such an organization.