Office Administrator
il y a 1 semaine
We support peace and prosperity by building connections, understanding and trust between people in the UK and countries worldwide.
We work directly with individuals to help them gain the skills, confidence and connections to transform their lives and shape a better world in partnership with the UK. We support them to build networks and explore creative ideas, to learn English, to get a high-quality education and to gain internationally recognised qualifications.
Working with people in over 200 countries and territories, we are on the ground in more than 100 countries. In 2021–22 we reached 650 million people.
Office Administrator (Finance) Mozambique – Maternity Cover
Role Purpose
The post holder is responsible for the provision of an efficient and effective administrative support. The Office Administrator will be responsible for the timely and accurate recording of the accounting transactions and adjustments making sure that all corporate and audit standards are achieved. S/he will support month end financial management for the directorate. S/he will support with human resources administration tasks ensuring proper record keeping in country. S/he will be responsible for facilities as required by the country office, and support procurement and payment processes.
This requires a well organised, adaptable, self-starter, with great attention to detail and good communication skills
Main accountabilities but not limited to the following:
Financial accounting support:
Liaise with respective stakeholders in British Council Mozambique, the cluster Accountant and Shared Services in providing necessary documentation. Invoices scanned and sent to the HUB daily to ensure vendors are paid on time Download bank statements as necessary Park standard income journals for posting Assist in collating cash flow estimate information from budget managers File management of key documents including contracts, invoices, delivery notes etc. Maintenance and reconciliation of petty cash. Prepare monthly payroll related transactions for review and processing. Manage income-to-bank process and cash journals (front office and petty cash), refunds and petty cash transactions in liaison with Budget Managers and operational staff Provide support as required during the month-end processes; (Pre-closing, Reviewing, Closing and Reporting). Assist cluster Accountant with preparation of monthly/yearly returns to local authorities; includes filling and following up tax refunds from authorities i.e. VAT. Co-ordinate collection of vendor statements to enable monthly creditor reconciliations Support the cluster Accountant in processing staff vendor's reconciliations, staff debtor management; e.g. reconciliation of mobile bills. Assist in monitoring the existing data on vendor line item display on SAP in order to ensure that planned remittances can be processed. Reporting on open purchase ordersProcurement
Back up vendor and customer creation in liaison with the finance hub and SAP support Process purchase orders (creation, goods and invoice receipts) in liaison with Budget Managers Process invoices and timesheets (log, payment requests) in liaison with vendors, Budget Managers and the finance hub Process vendor payments in liaison with the finance hub, resolving any issues timely to ensure vendors are paid in line with agreed terms Be responsible for procurement committee activity through organising meetings, ensuring accurate minutes etc. Vendor documentation management? Eg. Creating and maintaining purchasing files, price lists etc.HR
Work with line managers and cluster HR managers to ensure accurate attendance and leave records for all staff members Coordinate, collect, maintain and file country HR data/records/contracts. Ensure they are safely stored and up to date Provide supporting documents for payroll processing Provide support to recruitment process Arrange and schedule interview logistics Support the Cluster HR Manager in the process of effective management of the candidate on-boarding and employee exit processFacilities
Maintain office premises as a safe, secure, healthy working environment, including inventory management, lease arrangements, provision of office, kitchen and bathroom supplies, Including stock control, liaising with landlord and/or suppliers/contractors for repairs and maintenance and other related activity.IT
Provide IT equipment to staff as required, maintenance of uninterrupted internet services, management of outsourced IT support in line with GSD guidelines and recommendations, etc.Role specific knowledge and experience:
Essential requirements:
Minimum 1 year successful administration in an office or programmatic environment where a high degree of compliance and quality assurance applies. Degree holder and/or studying towards ACCA/CPA/CIMA-
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