Dominion Commodities Ltd
Dominion Commodities is a company in the Logistics Sector and is inviting applications from suitably qualified and experienced people to fill a recently vacant position of Finance and Administration Officer.
The main responsibility of The Finance and Administration Officer is to provide support to the Finance and Administration Manager with business accounting activities. The Finance and Administration Officer also assists with basic administrative tasks and should be available to answer any queries raised by staff or external clients.
Financial Management and Accounting
Assist in preparation of annual budgets and monitor expenditure
Ensure Completeness of supporting documentation for payment. Verify that all procurements comply with competitive 3 quotes bidding.
Verify travel expense reports and ensure compliance. Review reconciliation of approved travel advances.
Prepare payment requisition and perform banking activities. Ensure bank transactions are recorded every time payments are made.
Prepare, maintain, manage and record day-to-day activities in accounting system
Ensure the compliance of finance policies and procedures by all staff members
Prepare, maintain and manage general ledger accounting such as processing invoices, payments and receipts. Ensure payables are managed smoothly and efficiently. Payments should be done in a timely manner
Responsible for petty cash disbursements, replenishment and petty cash count
Inspect, verify and reconcile accounts receivable and payable records and their balances
Maintain, manage and update records of all inventories
Perform monthly bank reconciliations
Prepare monthly management accounts
Maintain, manage and update records of all inventories
Periodic updating of asset register
Analyse financial data to identify trends, anomalies, and areas for improvement. Provide insights to support decision-making and strategic planning.
Implement and maintain internal financial controls to prevent fraud, errors, and mismanagement of funds
Monitor cash flow, manage banking relationships, and ensure sufficient funds are available for operational needs.
Calculate, withhold, and remit taxes as required by local laws and regulations. Stay updated on tax laws that affect the organization.
Assist with audits, verifications and resolving discrepancies
Maintain Confidentiality of all Financial Data
Administrative Duties
Oversee the maintenance and management of office facilities, equipment, and supplies. Ensure a safe and efficient working environment.
In conjunction with Logistics department – responsible for vehicle fleet
Assist in establishing and managing all procurement and logistics activities including management of vehicles and drivers.
Organize and coordinate company events, meetings, workshops, and conferences
Responsible for the preparation, submission and payment of statutory returns
Coordinate travel arrangements for staff members, including bookings, itineraries, and expense reimbursement
Maintain accurate and organized records, both electronically and physically, to support efficient operations and compliance
Participate in the preparation of various proposals and tender documents
Assist in implementing organizational policies and procedures, ensuring adherence throughout the organization;
Assist in managing the information technology, reviewing and implementing an IT Strategy
Provide administrative and financial support to senior management in decision-making and strategic planning processes
People Management & Supervision
Supervise office management duties such as such as filing, data entry, answering the phone
Supervise staff welfare
Payroll
Preparation of payroll for non-management staff members
Assist with various HR tasks, such as employee onboarding, record-keeping, benefits administration, and maintaining personnel files