The Administrative and Finance Officer will play a crucial role in ensuring the smooth and efficient functioning of the Sane Konsult office. On the administration side, s/he will be responsible for managing/overseeing daily operations, handling communications, and providing vital support to the team. 

On the finance side, s/he will ensure that all staff maintain rules of financial engagement. S/he will also implement procurement processes, procedures, and accounting documentation. S/he will play a crucial role in maintaining financial records, handling day-to-day financial transactions, and ensuring compliance with relevant regulations. S/he will collaborate with various departments to support financial planning and analysis, contributing to the organization's overall financial health. This will be implemented in line with the organization’s existing finance policy and rules of financial engagement

S/he should be highly organized, and detail-oriented, possess excellent communication skills, excel in multitasking, have a proactive approach to problem-solving, thrive in a dynamic work environment, and have a passion for contributing to the overall success of the Sane Konsult team.

Administration Tasks and Responsibilities

• Performs a variety of routine assignments as appropriate to the position; operates a personal computer to draft basic correspondence, enter data, and print letters, labels, reports, and/or other materials; types and mails form letters.
• Perform specialized services of a routine clerical/administrative nature in strict accordance with established procedural guidelines, as appropriate to the position.
• Ensure the office and equipment are maintained, well organized, and presentable always.
• Oversee and manage day-to-day office operations.
• Maintain office supplies inventory, place orders, when necessary, always ensure availability and up-to-date records of all the required documents/supplies.
• Responsible for logistics and ensuring all company vehicles are working appropriately. Ensure all safety kits, like a fire extinguisher, triangular caution sign, first aid kit, etc. are in the vehicle and up to date.
• Update the company on new regulations from vehicle authorities, relating to the official use of vehicles.
• Serve as the primary point of contact for internal and external communications.
• Manage incoming calls, emails, and correspondence, redirecting them as necessary.
• Greeting and directing visitors and handling complaints in a courteous and professional manner.
• Coordinate schedules, arrange meetings, distribute memos and reports to ensure that everyone is kept current with necessary company news and information.
• Work with the team to prepare meeting agenda and take minutes during meetings.
• Assist in the preparation of reports and presentations for management.
• Ensuring that clients' identities, conversations remain confidential and the security of files and filing systems.
• Occasionally traveling off-site to deliver reports or files to other departments.
• Operate copy equipment, fax machines, printers, or other equipment necessary.
• Perform any other task assigned by the management.

Finance Tasks and Responsibilities

• Maintain accurate and up-to-date financial records of the organization.
• Assist in the preparation of budgets and financial forecasts.
• Monitor and manage cash flow to meet operational needs.
• Process financial transactions, including accounts payable, accounts receivable, and payroll.
• Reconcile bank statements and ensure the accuracy of financial data.
• Monitor budgetary performance and provide insights on variances.
• Collaborate with department heads to ensure adherence to budgetary guidelines.
• Conduct financial analysis and prepare financial reports for internal and external stakeholders to support decision-making.
• Assist in the completion of audits and regulatory inspections.
• Assist in managing, and reconciling petty cash, processing invoices, and assisting in basic financial record-keeping.
• Provide insights into financial performance to aid strategic planning.
• Utilize financial software and systems to streamline processes.
• Contribute to the improvement of financial procedures and systems.

• Bachelor’s degree in accounting, business administration, management, or relevant field preferred.
• Minimum of 3 years of work experience in administrative support functions, with increasing responsibility. Experience with a local or international NGO is a plus.
• Experience and proficient skills in MS Office packages (Excel, Word, PowerPoint, Visio) and information management systems.
• Knowledge of financial regulations and accounting principles.
• Ability to effectively manage and organize data, including data entry, database management, and maintaining accurate records.
• Skill in drafting, editing, and formatting documents, reports, and presentations.
• Experience with calendar management and scheduling software to coordinate appointments, meetings, and events,
• Basic understanding of financial software for tasks like invoice processing and petty cash management.
• Excellent communication and interpersonal skills.
• Strong attention and orientation to details and results.
• Time management and organizational skills to keep track of deliverables and stay on schedule.
• Professionalism, motivation, creativity and flexibility.
• Capability to identify issues and implement practical solutions to address administrative challenges.
• Familiarity with electronic and manual record-keeping /document management systems to maintain organized and accessible files.
• Excellent verbal and written skills (in English, and the local language of the project).

BlueBrain Services IS AN EQUAL OPPORTUNITY EMPLOYER. It is our policy to provide equal employment opportunity to all persons, regardless of age, race, religion, color, national origin, gender identity, genetic information, sex, sexual orientation, political affiliation, marital status, non-disqualifying physical or mental disability, membership, or non-membership in an employee organization, or on the basis of personal favouritism or other non-merit factors, except where otherwise provided by law.