Role/Purpose
To support the accounting and administration department .

Reporting line
The head of Finance in Accounting and Outsourcing Department

Main Responsibilities
• Managing appointments and managing the daily office schedule.
• Answering the telephone calls.
• Open, sort, distribute incoming correspondence, keeping track of outgoing documents and arranging document cabinets.
• Attending and assisting visitors and clients, supporting staff by providing them with relevant information as and when need arises.
• Making travel arrangements for staff.
• Managing the office and supervising support casual labours.
• Accounting tasks, such as preparing requisition forms, cheques, preparing deposits, processing payments on online banking platforms, filing and keeping financial records.
• Managing stationery and inventory such as letterheads, bags, envelopes, covers for financial statements and other office supplies. • Managing petty cash and accountability.
• Posting expenses and income in QuickBooks and ensuring all payment amounts & records are accurate.
• Raising client fee notes (invoices/Request for Payment) and following up on the payments.
• Updating the fee log and preparing departmental monitoring reports on a weekly basis.
• Getting and maintaining business relationships with suppliers.
• Making monthly payments such as water bill, office internet, managing partner’s data and airtime for staff.
• Preparing monthly returns (mainly VAT) and filing them per the statutory deadlines.
• Maintaining financial databases and spreadsheets.
• Maintain office supplies by checking inventory and order items.
• Printing, scanning, binding and photocopying documents.
• Assist in resolving any administrative problems.
• Any other tasks that contribute to the efficient running of the business.

Requirements
• Fresh University graduate in any field.

Person Specifications
• Be highly organised with exceptional time management and communication skills
• Proficient in computer software programs, such as Microsoft Office applications
• Have efficient computer and typing skills
• Experience with office equipment such as fax machines, copiers, and scanners
• Basic mathematical skills
• Basic knowledge of accounting and finance
• Ability to communicate effectively with all departments
• Ability to use QuickBooks proficiently
• Maintaining a good eye for detail
• Work efficiently to deadlines
• Be flexible and proactive