MAIN JOB PURPOSE The Finance and Governance Admin Assistant will provide operational support to the Finance and Governance Manager and the broader finance team in financial management, reporting, and compliance. This role assists in maintaining the financial integrity of the organization by assisting with day-to-day financial processes, ensuring accuracy in financial transactions, supporting governance practices, and maintaining compliance with statutory regulations, while supporting administrative duties related to office and facility management.
QUALIFICATIONS & EXPERIENCE
Bachelor's Degree or Diploma in Finance, Accounting, or a related field (required)
0-3 years of experience in a finance or accounting role
Knowledge of financial reporting standards and compliance regulations
Experience in processing transactions and supporting financial reporting.
Familiarity with financial software and systems
Advanced proficiency in Microsoft Office Suite and Google Workspace
Familiarity with AI and automation tools for office productivity
DUTIES & RESPONSIBILITIES The duties include the following:
Financial Management Support
Assist in the preparation and analysis of budgets and financial forecasts
Support the Finance and Governance Manager in managing client-related funds, including processing stipends, refunds, and other financial transactions.
Maintain accurate financial records, including balance sheet schedules and reconciliations and detailed asset registers
Identify and flag potential cash flow issues and provide timely updates to the Finance and Governance Manager.
Monitor and maintain financial controls, ensuring adherence to company policies
Track and report on capital expenditure relating to campuses and head office (HDO).
Contribute to the review and updating of financial policies and procedures to ensure alignment with company objectives
Accounting Process & Reporting
Review and process accounting transactions, ensuring accuracy and timeliness; ensuring transactions are correctly allocated.
Manage invoice collection and support schedules for approval workflow; and process invoices for approval, including those from independent contractors, suppliers, and catering services.
Prepare and review payment batches for senior finance staff authorization, and process invoices for approval, ensuring accuracy and timely submission
Handle independent contractors' invoices and transactions ethically ensuring payments have been authorized/signed off compliantly.
Verify catering invoices for campuses, company events, and meetings
Manage ad-hoc supplier invoices efficiently
Perform credit card and petty cash reconciliations ensuring that all records are accurate and compliant with company policies.
Ensure correct allocation of transactions to support accurate reporting
Demonstrate understanding of financial processes up to trial balance level
Perform balance sheet reconciliations and assist in preparing monthly, quarterly, and annual financial reports
Bank Payments & Cash Flow Management
Prepare and review payment batches for authorization by senior finance staff ensuring accuracy and timely submission.
Support effective budgetary control by tracking and reporting on capital expenditure relating to the campuses and HDO and maintain a detailed record of payments and transactions, ensuring compliance with financial policies and company record management procedures and frameworks
Identify and flag potential cash flow issues to the Finance and Governance Manager
Compliance & Governance Support
Support the Finance and Governance Manager with submissions for tenders and grants, ensuring accurate financial documentation is provided.
Assist in reviewing and updating financial policies and procedures
Manage and update the detailed asset register for campuses and HDO
Maintain and update the contracts register and compliance documentation to meet regulatory and audit requirements.
Stay informed about changes in relevant legislation and regulations and assist in ensuring the organization remains compliant.
Office & Facility Support
Assist with general office management duties and facility maintenance ensuring the effective operation of facilities such as cleaning services and technology maintenance.
Manage vehicle control registers and driver accountability:
Maintain accurate records of vehicle usage, including tracking mileage, fuel consumption, and vehicle conditions.
Ensure adherence to company policies for vehicle usage and coordinate with relevant departments for timely vehicle maintenance and servicing as needed
Liaise with Shared Services for office infrastructure needs (e.g., cleaning services, technology maintenance)
Contribute to the improvement of office processes and procedures
COMPETENCIES & SKILLS
Solid understanding of financial principles and accounting processes
High attention to detail and accuracy in financial transactions
Strong analytical and problem-solving skills
Excellent organizational skills with the ability to prioritise and handle multiple tasks
Effective communication skills for interacting with internal teams and external stakeholders
Proficiency in Excel and financial systems (experience with XERO is an advantage)
Ability to work independently and as part of a team
Proactive approach to learning and professional development
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