FINANCE & ADMINISTRATION OFFICER

Role Purpose
To serve as the backbone of the department's daily operations. This critical support role is responsible for the efficient execution of essential financial support, comprehensive supply chain logistics, and general office facility management. The Finance & Administration Officer ensures operational continuity, financial compliance, and asset integrity across the organization.

The role executes approved processes, maintains complete records and escalates exceptions. It supports Finance, Operations and management without overriding specialist approvals, statutory accountability, procurement authority or maker-checker controls.

Key Responsibilities
Collections & Financial Support (60%)

• Billing and Revenue Posting: Execute accurate lower-volume billing aligned to active contracts, deployed assets, approved rates and tax treatment; issue supported invoices, statements, debit/credit notes and approved adjustments.

• Receivables and Collections: Maintain aged receivables, risk-segment collection actions, promises-to-pay and demand history; escalate delinquent, disputed and high-risk balances.

• Customer Ledger, Disputes and Cash Application: Respond to billing queries, separate disputed from payable balances, coordinate corrections, allocate cleared receipts and investigate unapplied cash.

• Accounts Payable, Petty Cash and Bank Reconciliation Support: Validate and code invoices, reconcile suppliers, prepare payment packs, administer petty cash and prepare bank-reconciliation schedules for review.

• Tax, Statutory and Close-Support Preparation: Prepare VAT, PAYE and assigned statutory maker packs, draft close schedules, intercompany support and reporting records under maker-checker control.

• Cash and Control Visibility: Maintain payment, cash-burn, reserve-visibility and exception trackers without assuming approval or treasury authority.

Supply Chain Management (30%)

• Logistics Execution: Manage and track logistics and shipment execution, ensuring 100% on-time delivery of assets.

• Inventory Control: Implement Min/Max protocols to maintain 99% inventory accuracy and zero critical-spares stock-outs.

• Sourcing Support: Coordinate documentation for strategic sourcing negotiations to support cost reductions.

General Administration & Facilities (10%)

• Operational Continuity: Oversee office facilities, security and utilities, ensuring zero critical failures lasting over 2 hours.

• Asset Management: Execute major-equipment maintenance schedules and maintain a 98% accurate asset inventory log.

Reporting & Working Relationships

• Reporting operationally to the Head of Services and Business Operations.

• Working under Senior Accountant technical standards for billing, AP, tax, bank-reconciliation, close-support and maker-checker review.

• Coordinating with customers, suppliers, banks, operations, warehouse, procurement, logistics and facilities vendors.

• Doing independently approve credits, write-offs, payment release, tax submissions, liquidity choices, inventory adjustments or non-standard procurement.

Required Attributes & Competencies
Professional Experience

• Minimum of 3 years of experience in roles covering accounts receivable/payable and logistics management.

Technical Skills and Expertise

• Financial rigour, collections follow-through, invoice control, supplier reconciliation and orderly statutory-support records.

• Ability to analyze consumption data, set and enforce Min/Max inventory levels, investigate variances and prevent critical-spares stock-outs.

• Proficiency in inventory management systems, financial software, spreadsheets, document control and operational trackers.

• Practical capability in logistics tracking, sourcing documentation, facilities coordination and asset control.

Leadership and Behavioural Competencies

• Proactive facility stewardship and anticipation of continuity risks.

• Strict confidentiality in handling supplier and financial records.

• Adaptive, evidence-based problem solving for logistics bottlenecks, collection barriers, stock risks and facility emergencies.

• Integrity, accuracy, timeliness, service orientation and disciplined escalation.