POSITION DETAILS
Full Time
40 hours per week
Base Salary: $7,000
GENERAL DESCRIPTION:
The Finance Administrative Assistant provides comprehensive administrative and financial support directly to the CFO, ensuring the smooth operation of the finance department.
This role combines standard administrative duties with core financial tasks, supporting financial planning, reporting, and daily transactional processes, while maintaining confidentiality and accuracy in all activities.
DIVISION /DEPARTMENT: Finance
REPORTS TO: (TITLE) Chief Finance Officer
SUBDIVISION: Commercial
KEY RESPONSIBILITIES:
Administrative Support to CFO and Finance
- Manage calendars, schedule appointments, and coordinate travel arrangements for the CFO and Finance Department.
- Serve as the primary point of contact for internal and external communications directed to the CFO, ensuring prompt and professional responses.
- Organize, maintain, and execute filing of finance-related documents and folders (both electronic and physical), ensuring confidentiality and compliance with company policies..
- Schedule, coordinate, and prepare agendas for finance-related meetings. Take accurate minutes, distribute them promptly, and track follow-up actions.
- Support in the processing of purchase requisitions in the company’s procurement system (e.g., Req Logic), ensuring proper approvals and documentation.
- Support on the maintaining and updateing of Finance Actions Tracker, monitoring progress on key departmental initiatives and outstanding items.
Financial Operations & Document Management
- Process and reconcile company credit card transactions, ensuring timely submission of supporting documentation and adherence to internal controls.
- Process and track invoices, purchase orders, and expense claims; follow up on outstanding payments and resolve discrepancies.
- Assist with accounts payable and receivable, including data entry, reconciliations, and preparing bank deposits.
- Maintain digital and physical filing systems for financial documents, contracts, and reports, ensuring easy retrieval and audit readiness.
- Support payroll processing and maintain related documentation as needed.
- Support internal and external audit requests and assist with document preparation.
Finance Office Coordination
- Monitor and order office supplies for the finance department.
- Ensure adherence to office protocols, confidentiality, and compliance with financial regulations.
- Answer and direct phone calls, emails, and correspondence related to finance matters.
- Order and manage office supplies for the finance team.
Additional Responsibilities
- Assist in the preparation and collation of data for CSO (Central Statistical Office) reporting and other statutory submissions.
- Manage the execution and tracking of clearance certifications required for financial and regulatory compliance.
- Assist with special projects and other duties as assigned by the CFO
- Maintain strict confidentiality of all sensitive financial and company information.
WORK EXPERIENCE REQUIREMENTS:
- Minimum 1–3 years of experience in finance roles, including experience with consolidated financial reporting and commercial finance.
- Strong working knowledge of ERP systems and advanced Excel.
- Proven ability to analyse complex financial data and present actionable insights.
- Experience working in FMCG, manufacturing, or similar sectors is advantageous.
EDUCATION REQUIREMENTS:
- ACCA Level II completed and pursuing ACCA Level III
- CIMA/CMA Qualification would be considered an asset