Finance & Administration Officer

Position: Finance & Administration Officer

Department: Finance & Administration

Reports To: Finance Manager

Dotted Line Reporting: Business Development Manager (For Telesales, Customer Follow-up and Client Retention Activities)

Purpose of the Role
To support the Finance Manager in maintaining sound financial management, treasury administration, supplier and contractor payments, commission administration, office administration, cash flow monitoring, statutory compliance, customer engagement, tele-sales support, and business operational efficiency while ensuring strong internal controls and excellent service delivery.

Key Responsibilities
A. Accounts Payable & Supplier Management
• Verify supplier invoices and payment requests.
• Process supplier payments in accordance with approved procedures.
• Maintain creditor ageing schedules.
• Reconcile supplier statements monthly.
• Negotiate supplier payment arrangements where necessary.
• Monitor supplier contractual payment obligations.
• Maintain proper supplier records and documentation.

B. Treasury, Payments & Cash Management
Petty Cash Management
• Maintain and safeguard company petty cash.
• Ensure all petty cash transactions are properly approved and documented.
• Perform weekly and monthly petty cash reconciliations.
• Maintain petty cash registers and supporting documents.
• Prepare petty cash replenishment requests.

Cash Flow Management
• Prepare weekly payment schedules.
• Monitor daily cash balances.
• Prepare weekly cash flow forecasts.
• Support cash planning and liquidity management.
• Provide payment recommendations to the Finance Manager.

Staff Advances & Accountabilities
• Process approved salary advances and operational advances.
• Maintain advance registers.
• Track recovery schedules.
• Follow up accountabilities and retirements of advances.

C. Commission, Per Diem & Contractor Administration
Sales Commission Administration
• Calculate monthly commissions for SDRs, AEs, BDMs, Sales Agents and approved partners.
• Maintain commission schedules and supporting calculations.
• Ensure commission payments are processed accurately and on time.
• Reconcile commission claims and approvals.

Sales Agent & Partner Payments
• Verify commission claims from external sales agents and referral partners.
• Maintain agent payment records.
• Process approved partner commissions.

Per Diem Administration
• Process approved staff per diem payments.
• Verify travel approvals and supporting documents.
• Maintain per diem registers.
• Monitor retirement and accountability of travel advances.

Contractor & Consultant Payments
• Verify contractor invoices and deliverables.
• Confirm completion certificates, timesheets or acceptance reports before payment.
• Process approved contractor and consultant payments.
• Maintain contractor payment schedules.

D. Financial Control, Reporting & Compliance
• Maintain accurate accounting records.
• Support preparation of monthly management accounts.
• Prepare weekly and monthly financial reports.
• Support audit preparations.
• Ensure compliance with tax and statutory obligations.
• Support payroll verification and reconciliation.
• Maintain proper filing and record management systems.

E. Budgeting & Cost Control
• Monitor expenditure against approved budgets.
• Prepare budget variance reports.
• Track departmental spending.
• Recommend cost-saving initiatives.
• Monitor operational overheads and recurring expenses.

F. Commercial Finance Support
• Review quotations before submission.
• Validate project profitability and margins.
• Support tender costing exercises.
• Monitor project financial performance.
• Support commercial risk assessments.
• Assist the Finance Manager with pricing reviews.

G. Office Administration & Facilities Management
• Coordinate office administration activities.
• Manage office supplies and consumables.
• Maintain office asset registers.
• Coordinate maintenance of office facilities.
• Manage utility services including internet, electricity, water and security services.
• Support meeting logistics and management events.
• Receive visitors and service providers professionally.

H. Business Development Support, Tele-sales & Client Retention
• Conduct telesales and customer follow-up activities.
• Follow up on quotations submitted to clients.
• Generate qualified leads for the sales team.
• Support Annual Maintenance Contract (AMC) renewal campaigns.
• Maintain customer and prospect databases.
• Support customer retention initiatives.
• Schedule customer review meetings.
• Support marketing and customer engagement campaigns.

Working Relationships
Internal
Finance Manager
• Direct supervision and performance management.
• Financial planning and reporting.

Billing & Projects Officer
• Coordination of invoicing, collections and project financial documentation.

Business Development Manager
• Telesales activities.
• Lead generation.
• Customer retention initiatives.
• Sales follow-up campaigns.

SDRs, AEs and Sales Team
• Commission processing.
• Quotation follow-up support.
• Lead management support.

Procurement Team
• Supplier management.
• Payment planning.
• Commercial evaluations.

Technical Team
• Project costing and contractor coordination.

HR Business Partner
• Payroll support.
• Staff advances.
• Staff welfare and administration matters.

CEO / Head of Business
• Management reporting and strategic support.

External
• Clients and Customers.
• Suppliers and Service Providers.
• Banks and Financial Institutions.
• External Contractors and Consultants.
• Sales Agents and Referral Partners.
• Auditors and Regulatory Authorities.

Qualifications
• Bachelor’s Degree in Finance, Accounting, Business Administration, Commerce or related field.
• CPA, ACCA or equivalent professional qualification is an added advantage.
• Minimum 3 years’ experience in finance and administration.
• Strong knowledge of QuickBooks and Microsoft Excel.
• Strong analytical and reporting skills.
• Excellent communication and customer service skills.
• High level of integrity and confidentiality.