Admin Assitant

Detailed Job Description

Provide day-to-day administrative support to the Finance and Accounting department.

Assist with organizing and maintaining financial records, invoices, and receipts.

Prepare, track, and process payments, reimbursements, and petty cash transactions.

Support the team with data entry into financial systems and ensure accuracy.

Schedule and coordinate meetings, prepare agendas, and record minutes for operation-related meetings.

Maintain office supplies inventory and handle procurement of office supplies for the finance team.

Assist with filing, scanning, and archiving financial documents for easy access and compliance.

Ensure that financial documentation is in accordance with organizational policies and audit requirements.

Manage communication with vendors, clients, and partners regarding finance-related matters, including invoice follow-ups.

Coordinate logistics for workshops, meetings, and other departmental events as needed.

Contribute to finance-related reports preparation by organizing data and compiling necessary information.

Perform any additional tasks, when requested by the Finance Manager. 

Reports to: Finance Manager
Supervisory Responsibility: ----
Collaborates and Works with: Accounting team 

Knowledge and Experience

Bachelor’s degree in Business Administration, Finance, Accounting, or a related field (preferred).
An equivalent combination of education and relevant work experience may be considered.

Minimum of 2 years of administrative experience, preferably in a finance or accounting environment.

Experience working in an NGO or non-profit organization is a plus.

Administrative skills: Strong organizational skills with an ability to handle multiple tasks and deadlines efficiently.

Attention to detail: Accurate data entry and document handling to ensure financial records are precise and up to date.

Communication: Strong verbal and written communication skills. Ability to interact professionally with internal and external stakeholders.

Time Management: Ability to prioritize tasks and manage time effectively in a fast-paced environment.

Tech-savvy: Proficiency in Microsoft Office (Excel, Word, PowerPoint) and financial software (experience with QuickBooks or other accounting software is a plus).

Problem-solving: Ability to address administrative and financial discrepancies proactively.

Team Player: Collaborative mindset and willingness to support the finance team in meeting its goals.

A high level of integrity, trustworthiness, and confidentiality in handling financial matters.

Flexibility and a willingness to adapt to changing priorities or urgent needs.

Strong ethical commitment to the mission and values of the NGO.

Excellent written and verbal communication skills.