Admin & Finance Coordinator

Hami DajuVai (HDV)

Job Title: Admin & Finance Coordinator

Position Description: The person in this role will lead the administration and finance department of the organization. They will work in close coordination with the project manager and project staff to ensure the effective implementation of financial management systems and administrative procedures within the organization. Key responsibilities include overseeing financial operations, implementing internal controls, managing cash flow for projects, and ensuring timely and accurate reporting to donors as per their requirements and standards. The person will be in charge of administrative, financial, HR, and logistics aspects of project implementation. This role is responsible for maintaining payments, providing procurement support, managing HR records, and handling office administration, including program support.

Major Responsibilities

1. Finance and Accounting

• The Coordinator is responsible for ensuring that financial data is managed accurately, maintaining proper and robust financial records, providing financial reporting and analysis, and preparing financial statements.
• Ensure accurate and timely recording of all transactions in Saralbook Accounting Software.
• Support and ensure all payments are made following proper financial procedures.
• Ensure proper supporting documents for expense verification.
• Prepare and administer payroll, adhering to the required compliance.
• Reconcile payable and receivable ledgers.
• Prepare bank reconciliation statements.
• Lead project audits conducted by donors and ensure annual organizational audits.

2. Budgeting and Reporting

• Support the project/program team in preparing monthly and annual budgets.
• Analyze administrative costs and allocate them to each project on a fair share basis.
• Provide financial analysis to the project/program lead, including the board.
• Prepare donor financial reports and share them per the agreed timeline with the donor and project lead.
• Orient non-financial employees on the financial requirements of the project/program and organization.
• Prepare and analyze fund/cash flow forecasts.

3. Financial Monitoring

• Ensure every expense is valid and meets minimum financial requirements.
• Conduct field monitoring from a financial perspective.
• Provide financial analysis and monitoring during procurement.
• Report any potential fraud and misuse identified during project implementation.
• Integrate project/program finances with the overall organizational financial management system.
• Implement suggestions and feedback provided by auditors and other relevant parties.

4. General Administration

• Ensure the safety of office supplies, materials, equipment, and physical facilities.
• Maintain office premises to provide a conducive working environment.
• Implement administrative policies and procedures.
• Manage administrative functions and establish internal administrative systems and controls.
• Maintain updated documentation, filing, folders, and administrative data management in both hard and soft copy versions.
• Manage attendance registers, contracts, logistical arrangements, and project document folders (staff, contracts, incoming and outgoing letters, etc.).
• Support the efficient functioning of the organization, help identify needs, and improve or develop systems where necessary.
• Manage logistical arrangements for project activities and travel.
• Ensure that organizational and administrative documentation is up-to-date and in place.
• Support administrative and legal procedures required for HDV’s registration and renewal, including the General Agreement and Project Agreement with the Social Welfare Council, and liaise with lawyers and relevant government departments where necessary.
• Help ensure HR and operations policies and procedures are accessible as a central resource to staff and support compliance.
• Assist with logistics management for training, events, and monitoring visits (national and international).

5. Compliance and Other Duties

• Ensure internal control measures are in place and followed appropriately.
• Assist in all types of audits (internal, donor, and external).
• Carry out all tasks assigned by the supervisor and board.
• Liaise with government agencies such as the Tax Office concerning the annual audit report, tax clearance, etc.

Experience Required:

• A Master's degree in Accounting, Finance, Business Administration, or related fields with a minimum of 2 years of experience, or a Bachelor's degree with at least 5 years of professional experience in finance and administration.
• Advanced Excel skills for financial analysis and reporting (preference will be given to candidates who are familiar with Saralbooks software).