• Financial Management • Maintain accurate and up-to-date financial records, including cash books, ledgers, and bank reconciliations. • Prepare payment vouchers, ensuring proper documentation and approvals before processing payments. • Support preparation of monthly financial reports for submission to the Accountant. • Ensure all transactions comply with donor and organizational policies, including accurate coding and allocation to approved budgets. • Assist in preparing budgets and monitoring expenses to ensure adherence to financial plans. • Manage petty cash and ensure timely replenishment with proper documentation and cash counts. • Ensure completeness of supporting documentation for payments. • Perform daily invoice coding and data input. • Prepare monthly cash-flow control sheets with original documents of all transactions and send them to the Head Office. • In coordination with the Program Coordinator, forecast funds needed to ensure positive cash flow in the field office. • Review field budget activities to ensure cost efficiency. • Coach and train field staff on financial reporting matters. • Ensure all transactions are processed and ready for month-end and quarter-end close as per the agreed timetable. • Review payment vouchers, bank, and petty cash control sheets. • Verify travel expense reports. • Issue, track, and reconcile approved travel advances to field office staff; review advance reconciliation and claims for completeness and accuracy. • Manage filing/archiving of all documents and admin files (invoices, payment vouchers, credit memos, expense reports). • Ensure all transactions accepted for payment processing are correctly approved and provide accurate accounting information for posting in the ledger. • Administrative Support • Oversee all administrative functions in the field office to ensure smooth operations. • Maintain office supplies and equipment, ensuring they are in good working order and fully stocked. • Develop and maintain filing systems (paper and electronic) for easy document access. • Assist with the preparation and organization of company events, meetings (including taking minutes), conferences, and social gatherings. • Provide general administrative support to all departments, including data entry, report preparation, and creating/updating records and databases with personnel, financial, and other data. • Manage office supplies, equipment, and facilities to support staff effectively. • Facilitate communication between field staff and headquarters regarding administrative needs. • Manage the vehicle/motorbike fleet in the field office (ensuring regular maintenance and adherence to vehicle usage policies). • Oversee fixed assets management. • Prepare payment requests according to the organization’s internal procedures. • Coordinate and organize field staff travel and staff travel in the field. • Handle correspondence, preparation of contracts, and sending invitations. • Compliance and Risk Management • Ensure compliance with internal controls, donor requirements, and regulatory obligations. • Assist in preparing documents for internal and external audits and implementing recommendations. • Monitor and report financial or administrative risks to the Head of Finance. • Ensure all organizational assets, such as motorbikes, are adequately maintained and insured. • Logistics and Procurement • Support procurement processes, including preparing purchase requests, obtaining quotations, and ensuring compliance with procurement policies. • Manage relationships with vendors and service providers to ensure timely and cost-effective delivery of goods and services. • Track and monitor organizational resources, ensuring accountability and efficiency. • Ensure all procurements comply with competitive three-quote bidding. • Create and validate invoices, including supplier invoices, travel expenses, and credit memos. • Human Resources Functions • Manage employee leave requests, ensuring compliance with organizational policies. • Track attendance and maintain accurate records of employee timesheets for payroll processing. • Assist in onboarding new employees and coordinating training sessions. • Support the Human Resource Manager (HRM) in performance management processes, including evaluations and feedback collection. • Maintain employee records, ensuring confidentiality and compliance with HR policies. • Assist in organizing staff engagement activities and training programs. • Program Audits • Provide support during internal and external audits, including preparation of documents for field office audits when necessary. • Liaise with internal and external auditors on audit-related issues. • Facilitate auditors in performing on-site visits. • Assist in providing management responses to audit reports and implementing audit recommendations in a timely manner. • Reporting and Communication • Assist in preparing reports, including financial and narrative components, as required. • Maintain effective communication with the Program Coordinator and other stakeholders to ensure smooth operations. • Regularly update the Head of Finance on financial and administrative activities.

• Personal confession of faith in Jesus Christ and a passionate commitment to Seed Effect’s mission to empower the poor to know and follow Christ, plug into the local church, and overcome physical poverty. • Bachelor’s degree in Business Administration or a related field. • Proven 2 years’ experience as an Office Administrator or in a similar role. • Excellent organizational and time-management skills, with the ability to multitask and prioritize tasks effectively. • Proficiency in Microsoft Office Suite and other office software. • Ability to work independently and as part of a team. • Strong attention to detail and accuracy. • Ability to maintain confidentiality of sensitive information. • Ability to adapt to changing priorities and handle multiple tasks simultaneously. • Familiarity with office management procedures and basic accounting principles.