Admin & Accounts Officer at HR Aid

Overview

The Admin & Accounts Officer is responsible for ensuring accurate financial record-keeping, maintaining proper cash controls, managing accounts payable and receivables, and supporting
overall financial operations. The role also oversees general office administration, facility management, vendor relationships, and resource coordination to ensure smooth daily operations and an efficient work environment.

This position requires a high level of integrity, attention to detail, professionalism, and the ability to multitask across finance and administrative functions.

Key Responsibilities

Finance & Accounting

• Ensure all financial transactions are accurately recorded, updated, and properly classified in the company’s accounting system.
• Maintain data integrity in all financial reports and documentation.
• Manage accounts payable and receivable, ensuring timely settlement of obligations and collection of outstanding receivables.
• Make timely and accurate supplier/vendor payments.
• Record cash receipts, process bank deposits, and maintain petty cash records.
• Conduct monthly bank and account reconciliations.
• Prepare weekly financial reports and maintain financial files and records.
• Calculate and remit statutory deductions and taxes promptly (PAYE, VAT, WHT, etc.).
• Support payroll administration when required.
• Provide financial documentation and support to auditors, tax authorities, and external financial consultants.
• Monitor budget variances and promptly report significant discrepancies to management.

Administration & Office Management

• Oversee general office administration, ensuring smooth daily operations and a conducive work environment.
• Manage procurement and inventory of office supplies, equipment, and consumables.
• Tag, track, and monitor fixed assets, ensuring proper maintenance and accountability.
• Manage relationships with third parties, including vendors etc
• Ensure timely settlement of utility bills, subscriptions, and service renewals.
• Develop, implement, and manage vendor Service Level Agreements (SLAs).
• Oversee facility management activities, including office repairs, maintenance schedules, security, cleanliness, and fire/safety compliance.
• Ensure adequate insurance coverage for company assets and facilitate insurance claims where necessary.
• Support planning and coordination of team activities, meetings, and official correspondence.

Compliance, Controls & Resource Management

• Implement internal controls to prevent financial leakages and operational wastage.
• Ensure adherence to company policies, statutory regulations, and audit requirements.
• Maintain proper records and documentation for administrative and financial activities.
• Ensure safeguarding of company assets through proper security and disaster-prevention structures.

Qualifications & Requirements

• Bachelor’s degree in Accounting, Finance, Business Administration, or a related field.
• Minimum of 2–4 years’ experience in accounting, administration, or a similar role.
• Proficiency in Microsoft Office Suite and accounting software (e.g., QuickBooks, Zoho, Sage).
• Strong organizational, communication, and problem-solving skills.
• High level of integrity, confidentiality, and attention to detail.
•  Knowledge of tax laws, financial regulations, and basic HR administrative processes is an added advantage.