Administrative and Finance officer

Finance

• Managing and coordinating monthly accounting, reporting, budgeting of the Organization (Cashbook, leger account and Bank reconciliation).Provide back-office services such as accounts payable, collection and payroll, salaries and allowances of all staffs of the Organization.
• Prepare monthly payment for expenditures as approved by the manager.Processing, verifying and balancing disbursement for all ongoing and /or new programs as appropriate
• Prepare and sort monthly, quarterly, semester and yearly financial reports as per the needs of funders.
• Preparing invoice, remittance, and receipts for the payments authorised by the manager.
• Reconciling purchase orders with invoices and statements.Maintaining safe processing of all finance-related records (photocopying, mailing, and filing).
• Distributing cheques for pickup, mailing or depositing.
• Assisting in audit preparation for interim and year-end financial reporting.Monitor & evaluate cash flow of the organization and report timeously to any risk financial or/and insights on the financial health of the manager and the managing committee.
• Track and monitor the most efficient and cost-effective procurement and financial needs for all ongoing programs and daily running of the NGO.
• Manage financial and administrative activities such as petty cash account, to achieve daily, weekly & monthly requirements.
• Develop a financial plan, timeline, and budget to meet the organization financial needs.Ensure the Organization meets all its statutory and compliance obligations, including statutory accounting, MRA Filing and taxation.
• Keep track of the financial and audited status of the organization.Work closely with the Manager to ensure the efficiency of budgeting of programme, campaigns and activities.
• Develop relationships & financial negotiation with external contacts such as auditors, solicitors, Funders, donors, members of the organization.
• Supervise, recruit and train staff under the admin and financial department if required.

• Develop and maintain effective office systems (IT support, office maintenance, fixed assets, supplier contact), ensuring these are consistent with CUT operating requirements.
• Initiate and implement best and effective practices in administrative functions.
• Support the efficient running of CUT daily administrative operations.
• Liaising with external vendors for quotations.Ensuring yearly auditing of the assets of the organisation therein reporting lost/wear and tear/damage in assets.
• Assist in the recruitment process of the organisation as and when required (Emailing, phone, scheduling of interviews, etc).
• Ensure all procurement processes (CQCs) comply with CUT rules and regulations.
• Respond to any incoming calls or visit and inquiries in a friendly and professional manner
• Manage office supplies stock for stationaries, donations or any other items.Answer administrative queries by employees pertaining to monthly salary and human resource.
• Appropriately store incoming and outgoing correspondences to ensure confidentiality.
• Hiring maintenance vendors to repair or replace damaged office equipment.

Human Resources

• Advise, monitor and regulate HR policies when required to ensure these comply with CUT statutory regulations (Annual leaves, Sick leaves, Yearly Salary Compensation, etc).
• Maintain personnel records of employees (Contractual agreement, leave forms, etc).​
  • Any other related tasks as directed by the Manager
  • Partake in all activities related to CUT project.

Special Requirements

•  Ability to work at grassroots level and to communicate and interact easily with Key AffectedPopulations (KAPs) specially with People Who Inject Drugs (PWIDs)
• Outgoing, flexible, passionate and a quick learner.
• Professional attitude
• Good understanding of issues related to Key Affected Populations (KAPs)
• Ability to work in a team, as well as individually and possess good leadership skills
• Fluent in English, French, and Creole
• Willing to work hard and odd hours
• Willing to undertake training for empowerment

Profile and Qualifications

• A degree or equivalent work experience in the relevant field
• Strong planning & organization skills.
• Outgoing, flexible, passionate and a quick learner.
• Ability to work in team and possess good leadership skills
• Excellent IT skills (Word, Excel)
• Fluent in English and French both speaking and writing
• Driving license (Motorcycle and/or Private Car) will definitely be an advantage