Administrative and Finance Manager

 Job Title: Administrative and Finance Manager

 Location: Accra Ghana

Type: Full-time Reports to: CEO 

Job Summary

As the Administrative and Finance Manager at our company, you will play a critical role in managing day-to-day operations and ensuring financial stability. This position is essential in maintaining efficient administrative processes, fostering a productive work environment, and aligning financial strategies with our mission to combat period poverty, empower women, and drive sustainable environmental impact. 

Key Responsibilities 

Administrative Responsibilities

1. Administrative Support: Manage administrative tasks, including scheduling meetings, handling correspondence, maintaining records, and organizing office supplies.

 2. Calendar Management: Oversee team calendars, schedule appointments, and coordinate meetings to optimize time management.

 3. Event Coordination: Plan and execute events, workshops, and training programs, ensuring smooth operations and positive experiences for participants. 

 4. Communication: Serve as a liaison for internal and external stakeholders, maintaining professional relationships with clients, partners, and vendors. 

 5. Travel Coordination: Arrange travel itineraries, accommodations, and transportation for staff, ensuring seamless travel logistics. 

 6. Data Management: Maintain accurate records, databases, and filing systems to ensure confidentiality and easy retrieval. 

 7. Office Management: Oversee general office operations, including incoming calls, mail management, and office maintenance.

 8. Community Engagement: Support the organization’s initiatives by assisting in organizing and promoting community programs and partnerships.

 9. Recruitment Assistance: Facilitate the recruitment process, including job postings, interview scheduling, and hiring logistics. 

 10.Space Optimization: Ensure office spaces are organized, clean, and equipped for productivity. Finance 

Responsibilities

1. Financial Record Keeping: Maintain accurate financial records, including invoices, receipts, and purchase orders. 

2. Budget Management: Assist in budget preparation, monitor expenditures, and ensure financial activities align with organizational goals. 

3. Accounts Management: Oversee accounts payable and receivable, ensuring timely payments and collections. 

4. Financial Reporting: Prepare monthly, quarterly, and annual financial reports, providing insights into key financial metrics. 

5. Payroll Management: Oversee payroll processes, ensuring accurate and timely salary payments. 

6. Compliance: Ensure compliance with financial regulations, including tax filings and reporting. 

7. Audit Coordination: Assist with audits by providing necessary documentation and implementing recommended improvements.

8. Cash Flow Management: Monitor cash flow to ensure sufficient funds for operations and obligations.

9. Monthly Bank Reconciliation: Reconcile accounts and bank statements by the 5th of each month 

10. Product Inventory Support: Track raw materials and finished products with accurate monthly updates.

 11.Process Improvement: Identify opportunities to enhance financial and operational efficiency through improved systems and practices.

 Key Performance Indicators (KPIs) 

1. Timely Compliance: Ensure tax compliance and the timely filing of SSNIT, GRA, and PAYE by the 10th of every month. 

2. Monthly Reporting: Submit comprehensive monthly financial and administrative reports to the CEO by the end of each month.

3. Budget Adherence: Maintain expenditures within the approved budget and report any variances with recommended corrective actions.

4. Timely Payroll: Ensure accurate and timely salary payments and payroll processing by 28th of every month.

5. Record Accuracy: Maintain accuracy in financial and administrative records.

6. Audit Readiness: Ensure all financial records and documents are audit-ready at all times. 

7. Streamline Built Accounting Software to generate accurate reporting  

  Qualifications

• Bachelor’s degree in business administration, Finance, Accounting, or a related field. 
• Minimum of 3 years of experience in administrative and financial management roles, preferably in a social enterprise or non-profit environment. 
• Strong organizational skills and attention to detail. 
• Proficiency in financial software and Microsoft Office Suite (Built Accounting, Word, Excel, PowerPoint).
• Excellent communication and interpersonal skills. 
• Knowledge of financial regulations and compliance requirements. 
• Demonstrated ability to multitask and work independently in a fast-paced environment. 
• Commitment to Eco-Me Africa’s mission of sustainability, community empowerment, and environmental conservation. 

 What We Offer

•  A collaborative and inclusive work environment. 
• Opportunities for professional development and growth. 
• The Chance to contribute to impactful programs that empower women and drive sustainable change