Finance and Administration Assistant

Job description

We are looking for a detail-oriented and proactive Finance and Administration Assistant to support the daily financial and administrative operations of the business. The FAA will play a key role in ensuring financial accuracy, compliance with internal policies, and smooth administrative support across departments. This position requires someone with strong accounting knowledge, administrative coordination skills, and the ability to work in a dynamic, fast-paced environment.

Key Responsibilities

Finance

Prepare timely payments to suppliers, staff, and service providers in line with approved financial procedures.
Capture transactions and reconcile accounts in accounting software
Conduct monthly bank reconciliations and petty cash management.
Assist in the preparation of monthly financial reports, including expenditure tracking, petty cash reports, and budget variance analysis.
Maintain up-to-date and accurate financial records and filing systems (both physical and electronic).
Ensure all financial transactions are properly authorized, documented, and compliant with internal control procedures.
Support internal and external audits by organizing and providing required documentation.
Manage petty cash, including replenishment, record-keeping, and reconciliation.

Administration

Oversee procurement processes, including sourcing quotations, preparing LPOs, and verifying deliveries.
Maintain a comprehensive fixed asset register and schedule for asset servicing and tracking.
Manage office supplies inventory, place orders, and ensure cost-effective usage.
Coordinate travel arrangements, accommodation bookings, and field logistics for staff.
Maintain effective document management systems, ensuring easy access to company records.
Ensure timely renewal and compliance of company contracts such as leases, licenses, and insurance policies.
Provide general administrative support to HR, operations, and management as needed.

Qualifications and Experience

Grade 12 School Certificate.
Diploma in Accounting, Finance, Business Administration, or a related field (Bachelor’s degree is an added advantage).
Minimum 2 years’ experience in a finance and administration role, preferably within the transport/logistics or private sector.
Proficiency in accounting software
Skills and Competencies

Strong numerical and analytical skills.
Excellent attention to detail and accuracy.
High level of integrity and confidentiality.
Excellent time-management and multitasking abilities.
Strong written and verbal communication skills.
Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
Ability to work independently and as part of a team.