Finance and Admin Officer at Nicole Sinclair Consulting

We are seeking a detail-oriented Finance and Admin Officer to manage core finance and administrative functions within the organization. This role is responsible for maintaining accurate financial records, processing payments and reconciliations, and support reporting and budgeting activities, while also overseeing office administration and documentation. The ideal candidate is a highly organized, detail-oriented professional capable of managing competing priorities, safeguarding company resources, and ensuring the seamless day-to-day running of both the finance function and the office at large.

KEY RESPONSIBILITIES

Finance

• Process and monitor accounts payable and accounts receivable, ensuring invoices and payments are handled accurately and on time.
• Prepare and maintain financial records, ledgers, and supporting documentation in line with company policy.
• Support the preparation of monthly, quarterly, and annual financial reports and statements.
• Support statutory filings and remittances (e.g., taxes, pension, and other regulatory deductions).
• Reconcile bank statements, petty cash, and other accounts regularly.
• Assist with budget preparation, tracking, and variance analysis.
• Process staff expense claims, reimbursements, and vendor payments in line with approval procedures.
• Maintain an organized filing system for financial and administrative.
• Monitor cash flow and flag any discrepancies or unusual transactions to management on a timely basis.
• Support payroll processing and ensure accurate and timely disbursement of staff salaries.
• Track and follow up on outstanding invoices and payments to minimize delays.

Administrator

• Oversee day-to-day office administration and ensure smooth office operations.
• Manage office supplies, equipment, and inventory.
• Draft and manage internal memos, letters, and other official correspondence.
• Coordinate meetings, schedules, and correspondence for management as required.
• Coordinate procurement activities and maintain vendor relationships.
• Ensure proper filing and document management systems.
• Support facility management, including maintenance and service contracts.
• Maintain asset registers and conduct periodic asset verification.
• Coordinate meetings, prepare minutes, and manage office correspondence.
• Support implementation of organizational policies and administrative procedures.
• Oversee inventory of office assets and consumables, ensuring timely reordering and cost control

QUALIFICATIONS/ EXPERIENCE/ KNOWLEDGE

• Minimum of a Bachelor's degree in Accounting, Finance, Business Administration, or a related field.
• 3 to 4 years of relevant work experience in a combined finance and administrative role.
• Proficiency in Microsoft Excel and accounting/ERP software (e.g., QuickBooks, Sage, or similar).
• Strong organizational skills.
• Good communication and interpersonal skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Professional certification (e.g. ICAN, ACCA - in view) is an added advantage.