Finance and Admin Officer at Gap Recruitment Services Limited

Role Purpose

The Finance and Administration Officer will oversee all financial, administrative, and logistical functions. The role also includes managing financial compliance, generating internal reports, supporting project implementation, and serving as the primary contact for DHL operations.

Primary Responsibilities

Financial Management

• Ensure all accounting transactions are supported, documented, recorded, and filed accurately and in a timely manner.
• Prepare accurate and timely project financial reports as required by internal policies and donor regulations.
• Liaise with Donors to validate and ensure accuracy in processing project transactions.
• Monitor donor grant spending, reviewing monthly burn rates and management reports for potential adjustments.
• Assist in developing sound organizational budgets and future budget forecasts in collaboration with the technical teams and Director.
• Ensure compliance with financial and operational policies, including tax and statutory requirements.
• Calculate, process, and pay taxes and statutory deductions accurately and on time.
• Manage petty cash, ensuring all disbursements are properly documented, reconciled, and accounted for in accordance with organizational policies.
• Conduct monthly bank reconciliations and prepare internal financial reports.

Administration & Logistics

• Maintain a strong internal control environment to safeguard company assets.
• Coordinate travel, logistics, and accommodation for staff and consultants, ensuring accurate reporting and reconciliation.
• Assist technical teams in planning, organizing, and implementing logistics for external events and meetings.
• Coordinate necessary audits, statutory requirements, and financial inquiries from donors and host governments.
• Ensure smooth operation of office systems and supplies, maintaining high standards of confidentiality.

DHL Operations

• Serve as company's primary liaison with DHL, ensuring effective collaboration and communication.
• Handle DHL customer inquiries, provide exceptional customer service, and act as a link between customers and the DHL office.
• Promote and market DHL services to increase awareness and uptake within the community.
• Manage DHL parcel handling and related logistical processes. 

Other Duties

• Prepare and present internal monthly reports on financial and administrative activities.
• Support any additional finance-related tasks and organizational responsibilities as assigned.

Qualifications and Experience

• Bachelors degree in Finance, Accounting, Business Administration, or a related field.
• CPA or ACCA certification preferred.
• At least 5 years of experience in financial and administrative management, preferably within a social enterprise & NGO.
• Proficiency in QuickBooks and advanced Excel skills.
• Strong understanding of donor compliance, tax regulations, and financial reporting requirements.
• Experience in logistics or customer service is a plus, especially with DHL or similar operations.

Skills and Competencies

• Excellent financial management and reporting skills.
• Strong organizational and multitasking abilities.
• High level of integrity, professionalism, and confidentiality.
• Effective communication and interpersonal skills.
• Customer service orientation with a proactive and problem-solving mindset.
• Ability to work independently and collaboratively in a fast-paced environment.