About the job
Job Title: Office Administrator and Accountant
Station: Nairobi
Term: 4 months (Fixed)
Job Description: In this dual role, you will be responsible for handling a combination of office administration, accounting, and payroll tasks to support the smooth functioning of a small office. The position requires a blend of organizational, financial, administrative, and payroll skills.
Responsibilities
- Financial Data Management:
- Prepare and maintain accurate financial records, including bookkeeping, general ledger entries, and subsidiary ledgers.
- Analyze financial data, identify trends, and provide insights to support decision-making processes.
- Assist in budgeting, forecasting, and financial planning activities.
- Administrative Support:
- Provide administrative assistance to the management team and staff members, including managing calendars, scheduling appointments, and organizing meetings.
- Serve as a primary point of contact for visitors, callers, and inquiries.
- Coordinate travel arrangements, maintain office supplies, and manage office budgets.
- Payroll Processing:
- Process payroll accurately and in a timely manner, ensuring compliance with applicable laws and regulations.
- Calculate wages, deductions, and taxes, and handle benefits administration.
- Maintain employee payroll records, including time and attendance data.
- Taxation and Compliance:
- Assist in tax planning, preparation, and compliance, including income tax returns, sales tax returns, and other relevant filings.
- Stay updated on tax laws and regulations to ensure accurate and timely compliance.
- Support internal and external audit processes and help develop and implement internal controls.
- Financial Reporting and Analysis:
- Prepare periodic financial reports, including profit and loss statements, balance sheets, and cash flow statements.
- Conduct financial analysis, variance analysis, and trend analysis to identify areas of improvement and risks.
- Present financial findings to management and stakeholders.
- Bookkeeping and Record-keeping:
- Record financial transactions, maintain accurate financial records, and ensure proper classification and coding.
- Reconcile bank statements, accounts payable, and accounts receivable.
- Assist with accounts payable and accounts receivable management.
- Office Operations and Systems:
- Maintain office operations, including coordinating maintenance and repairs, managing office supplies, and vendor relationships.
- Utilize office software and financial systems effectively.
- Identify opportunities for process improvements and automation.
- Human Resources Support:
- Assist with HR functions such as maintaining employee records, managing timekeeping and attendance systems, and handling payroll-related inquiries.
- Support recruitment processes as needed.
- Communication and Team Support:
- Collaborate with colleagues to support team projects, initiatives, and goals.
- Coordinate internal communications and promote a positive work environment.
Skills And Qualifications
- Bachelor’s degree in Accounting, Finance, Business Administration, or a related field.
- Proven experience in office administration, accounting, and payroll roles.
- Strong understanding of financial principles, practices, and regulations.
- Proficiency in accounting software, payroll systems, and MS Office Suite.
- Excellent organizational skills with strong attention to detail.
- Ability to multitask, prioritize, and meet deadlines in a fast-paced environment.
- Effective communication and interpersonal skills.
- Analytical mindset with the ability to interpret and present financial data.
- Knowledge of tax laws, payroll regulations, and compliance requirements.
- Familiarity with human resources processes is a plus.
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