Administrative Finance Officer
Job Summary
The Administrative Finance Officer is a vital role responsible for managing the financial operations and administrative functions of an organization or department. This position combines financial expertise with administrative skills to ensure efficient and compliant financial management. They play a crucial role in budgeting, financial reporting, procurement, and administrative support.
Key Responsibilities
Financial Management:
* **Budgeting:** Assist in preparing and managing the annual budget, monitoring expenditures, and analyzing variances. * **Financial Reporting:** Prepare accurate and timely financial reports, including balance sheets, income statements, and cash flow statements. * **Accounting:** Maintain accurate financial records, reconcile accounts, and ensure compliance with accounting principles and regulations. * **Invoice Processing:** Process invoices, payments, and reimbursements, ensuring proper documentation and authorization. * **Audit Support:** Assist with internal and external audits by providing documentation and explanations as needed. * **Grant Management:** Manage grant funds, track expenditures, and prepare grant reports as required. * **Financial Analysis:** Analyze financial data, identify trends, and provide recommendations for cost savings and efficiency improvements. * **Payroll Support:** Assist with payroll processing, including calculating wages, deductions, and taxes.
Administrative Support:
* **Procurement:** Manage the procurement process, including vendor selection, purchase order creation, and contract negotiation. * **Office Management:** Oversee office operations, including maintaining office supplies, equipment, and facilities. * **Record Keeping:** Maintain organized and accurate administrative records, both physical and electronic. * **Communication:** Serve as a point of contact for financial and administrative inquiries, providing excellent customer service. * **Policy Development:** Assist in developing and implementing financial and administrative policies and procedures. * **Travel Coordination:** Coordinate travel arrangements, including booking flights, hotels, and transportation. * **Meeting Support:** Schedule meetings, prepare agendas, and take minutes as needed.
Qualifications
* **Education:** Bachelor’s degree in accounting, finance, business administration, or a related field. * **Experience:** Proven experience in financial management and administrative support roles. * **Skills:** * Strong knowledge of accounting principles and financial regulations. * Proficiency in using accounting software (e.g., QuickBooks, SAP). * Excellent analytical and problem-solving skills. * Strong attention to detail and accuracy. * Excellent communication and interpersonal skills. * Ability to work independently and as part of a team. * Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint).
Preferred Qualifications
* Professional certification (e.g., CPA, CMA). * Experience working in a non-profit or government organization. * Experience with grant management.
Key Competencies
* **Financial Acumen:** Understands financial principles and applies them effectively. * **Attention to Detail:** Ensures accuracy and completeness in all work. * **Problem Solving:** Identifies and resolves financial and administrative issues. * **Communication:** Communicates effectively with colleagues and stakeholders. * **Organization:** Manages time and resources effectively. * **Integrity:** Maintains ethical standards and confidentiality. This job description provides a general overview of the responsibilities and qualifications for an Administrative Finance Officer. Specific duties and requirements may vary depending on the organization and its specific needs.
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