Admin / Finance Manager at Think Positive Live Positive Support Initiative - TPLPI

Position Overview:

• The Amin and Finance Manager is responsible for all aspects of financial management and administration.
• The Finance and admin manager is responsible for overal financial management, including budgeting and monitoring of expenditures; financial reporting and auditing; forecasting expenditure and maintaining and supervising accounts, banking and financial operations and all administrative work.

Key responsibilities:

Finance Duties:

• Keep financial records and perform financial procedures (e.g., receipts, payment requests, petty cash).
• Assist the organization and management of internal and external audits.
• Manage the annual accounts closing and the external audit in collaboration with the external accountant and auditor
• Ensure expenses are authorized and processed following agreed procedures for both TPLPI and donors.
• Maintain the accounting reporting process, ensuring the accuracy and completeness of ledgers and all supporting documentation and compliance with finance and procurement regulations.
• Ensure agreed reporting dates are maintained according to TPLPI policies.
• Assist in managing partners’ finance reporting ensuring compliance with TPLPI and donor regulations.
• Attend board meetings when requested by the Executive Director
• Liaise with and review budgets and expenditures as necessary with the management team to prepare monthly reports and other data as required.
• Take care of bookkeeping and administration of invoices and accounting documents in adherence to accounting practices and standards.
• Manages the bank account, payments, and treasury.
• Oversees in cooperation with the Director's budgeting processes concerning TPLPI budget and project budgets.
• Monitor expenditure against budgets; monitor cash flow and predict new trends.
• Contribute to the preparation of financial statements for donors and processing and retention of documents and support per donor’s rules and regulations.
• Produce accurate financial reports for the Director and the Board at specific deadlines
• Ensure compliance with regulations (internal and donor-related) for procurement of goods and services and record-keeping.
• Develop appropriate financial systems and tools.
• Manage Staff Salary, leases, and subcontractor payments on schedule
• Monitor and report on accounting discrepancies
• Preparing timely and accurate financial reports as required by the donor or for internal monitoring processes.
• Responsible for and plans, organizes, and manages the finance and administration process for the project.
• Prepare weekly, monthly plans and monthly financial progress reports to the Finance Department
• Develop and prepare proposal budgets.

Office Administration:

• Develop and maintain effective office systems (e.g., IT support, office maintenance, fixed assets, supplier contact), ensuring these are consistent with TPLPI operating requirements.
• Support the efficient running of TPLPI office daily operations.
• Ensure all procurement processes comply with TPLPI policy.
• Support logistics for TPLPI program activities if needed or part of the budget.
• Other administration duties as agreed.
• Develop, track, record, and report generators fuel usage, equipment, and maintenance in close collaboration with Logistics/procurements and ensure smooth operations of equipment and tools at the project site.
• Organize and manage office supplies.
• Ensuring that project expenditures are adequately tracked according to the agreed project budget in close coordination with the Program Manager.
• Facilitate timely, accurate month-end closing, cash requests, and cash reconciliations.
• Receiving complete documents, invoices, bills, etc... ensuring the proper name, date, stamp, and supportive documents
• Closely work with the organization's operational team.
• Human Resources
• Prepare monthly payrolls
• Manages timesheets
• Manage the internal leave registry
• Schedule tax payments strictly on time
• Work closely with the ED and Compliance Manager and necessary management team to conduct the requirement process and interview new employees

QUALIFICATION

• Any Degree in Accountancy, Business Administration, Economics, or Banking and Finance, or professional certificate in finance.

EXPERIENCE

You are required to have experience of:

• Accounting/book-keeping (experience with computerized accountancy systems would be ideal).

Administration

• Data recording and monitoring – preferably experience with electronic data recording systems