Admin and Finance Manager
Position Summary Expectations - Duties, Responsibilities
Report to: General Secretary
Position Summary
Admin & Finance Manager (AFM) will work under direct supervision of the General Secretary (GS) coordinate with relevant departments and management team to manage, implement, and ensure efficiency and effectiveness of operation and department of CACA.
- Finance Management and Performance:
- Ensure the financial reports for all donors, projects, and programs are prepared accurately and transparently.
- Prepare monthly and Quarterly Financial Reports and Performance Analysis for the Boards and Committee.
- Support under-supervised staff to manage and request cash on hand, and control all expenditures and income (including invoice/receipts and other payments to and from CACA members/suppliers/partners);
- Manage petty cash and financial transaction, properly reconciling (including cash at the bank) and online daily/weekly cash count;
- Support and manage a team to maintain proper bookkeeping and financial data in the acceptable accounting system; ensure data and information are properly stored and back-up on a weekly basis;
- Manage payroll, staffs’ insurance, NSSF, and other benefits;
- Prepare CACA voucher including staff advance;
- Provide timely and reliable information, complete with analysis and recommendations, for the effective operation of CACA and ensuring reporting and statutory requirements are met;
- Manage and update comprehensive financial report;
- Supervise team and ensure an appropriate financial filling system in both hard and soft copies and to ensure accurate tracking and documentation (in the particular, financial and tax-related document) for CACA;
- Fully understand, periodically review and propose development/revision of policies, procedures, and Finance Manual;
- Identify potential process/service enhancements, escalate as appropriate, and document suggestions and day-to-day management decisions on operational, procedural, and risk issues;
- Ensure proper accounting practice, cooperate with internal and external auditors;
- Manage CACA events’ finance including revenue and expenditure;
- Fee Management
- Coordinate with relevant program or department to manage various fees in CACA including Membership Fee, Services Fee, etc.
- Support Assistants to process invoices and keep track of fee collection
- Reconcile fee records against the report from the program or department.
- Report on Fee Collections
- Follow up relevant programs or departments to solve the challenges regarding fee collection,
- Support CACA Program and Planning
- Liaise with relevant program/project team for input and support the work of CACA and partners;
- Coordinate the financial review and proactively address any irregularity in the partners' financial management;
- Submit progress reports (monthly, quarterly, semi-annual, annual) to CACA partners in a timely manner;
- Monitor fund balance for all sources of fund and expenditure of partners and reconciled in the system (budget control);
- Provide inputs, assist and consolidate the annual global CACA (CACA and external funded projects) budget development and reporting;
- Assets Control and Tax-related responsibility
- Manage the inventory and monthly asset depreciation that include counting;
- Maintain asset useful life and write-off;
- Manage and provide informed recommendations on all tax-related responsibilities;
- Ensure tax compliance and practice;
- Supervising Team, Reporting, and other tasks assignment:
- Support the under-supervised staff to perform their staff efficiently and accurately.
- Perform annual performance plan and appraisal for the under-supervised staff.
- Degree in financial management, business administration or related field
- Minimum 3 years of relevant experience in financial and administration management
- Experience in conducting/facilitating multi-stakeholder forum/workshops with the involvement of stakeholders such as key government agencies, private sector, and communities, etc
- Good interpersonal skills and teamwork
