Jobs

Finance and Admin Officer

Job summary

The Finance and Admin Officer works closely with the SFAO and the FAM to ensure accurate and timely bookkeeping in QuickBooks, prompt supplier payments, timely donor report preparation, monthly budget tracking, payroll processing, and on-time NSSF and tax payments. Additionally, he/she will be responsible for all bank activities, correcting any erroneous transactions, and completing other tasks as requested by the SFAO, FAM, or Executive Director/Editor-in-Chief.

The following are the key roles and responsibilities for this position:

A. Financial Task  (30%)

1. Voucher preparation and payment

• • Prepare all vouchers of payment, receipt, advance, settlement, and journal entry
  • Ensure completeness of supporting documents of vouchers and fully compliance with ODC’s policy and procedure
  • Review digitized vouchers for completeness and reasonable ordering
  • Ensure timely payment to supplier, consultant, taxes, NSSF and others
  • Ensure team settlement the advance payment timely and with clear record tracking

2. QuickBooks data entry

• • Update customer/job and class list of all new budget approved and revised budget
  • Ensure the enough financial supporting documents of the transaction
  • Ensure the correct coding and information on vouchers (payment, receipt, advance, settlement, and journal)
  • Ensure well-organized standard description and transaction records in QuickBooks
  • Conduct bank reconciliation in QuickBooks
  • Export monthly financial reports from QuickBooks and timely sending to SFAO and FAM for review
  • Prepare tracking checklist for month end balance sheet account.
  • Make any adjustment when requested by SFAO and FAM

3. Banking transactions

• • Prepare documents for the opening & closing of the ODC’s bank account (if required)
  • Ensure correctness of staff provident fund on reconciled spreadsheet
  • Submit relevant documents to bank for any update
  • Collect bank statement and credit advice

4. Taxation

• • Prepare timely tax reports in E-filling platform
  • Prepare and ensure sufficient supporting documents for taxation payment
  • Stay up-to-date on new regulations from General Department of Tax (GDT)

5. Financial reports and budget

1. 1. Financial reports
      • Develop tables to show all deadlines for fund requests and reporting to donors and inform SFAO and FAM
      • Collect and prepare monthly bank reconciliation report of all bank accounts
      • Assist SFAO and FAM in financial report preparation for donors
      • Assist SFAO and FAM in reviewing financial report of implementing partner
   2. Budget supports and tracking
      • Assist SFAO and FAM in preparing budget proposals in response to potential calls
      • Prepare monthly budget tracking after month-end closing
      • Regular update on approved budget and budget needed to see the variances

6. Audit support

• • Ensure the financial supporting documents are well prepared for auditing period
  • Assist in scanning and finding the required documents from auditor for both project and global financial audits
  • Double check all required documents by auditor before submitting to SFAO and FAM for final review
  • Response any relevant questions raised during the audit period
  • Do other related tasks as requested by SFAO and FAM

B. Administrative and Procurement Tasks (40%)

• • Do the physical count of fixed asset and inventory
  • Co-prepare and submit all requests for procurement in keeping with ODC policy in coordination with SFAO and FAM
  • Contact supplier for quotation (if price of goods/service is required)
  • Prepare quote summary
  • Joint with procurement committee to process the procurement following ODC policy and donors

C. Human Resources Tasks (30%)

1. Payroll preparation

• • Ensure enough supporting documents of payroll
  • Ensure information correctness and accurate donor allocation
  • Prepare payroll on a timely manner and submit to SFAO and FAM for review
  • Timely payroll submission to bank (Two times per month)
  • Email all staff by sending him/her payslip for their information and confirmation

2. Staff recruitment process

• • Contact popular website owners for posting recruitment advertisements
  • Assist in screening applications for written test assessment
  • Support in writing and interview processes and reference checking
  • Contact the successful candidate and send job offering letter
  • Draft employment contract and submit to SFAO and FAM for review
  • Coordinate with IT Team for job posting on ODC website
  • Assist SFAO and FAM in conducting annual staff capacity-building needs assessment

3. Personnel Administration

• • Maintain employee timesheet and leave records in accordance with ODC policies and procedures
  • Ensure neat and well-organized structure of personnel, financial and administrative documents
  • Assist SFAO and FAM in conducting the orientation to new staff and interns
  • Assist program staff for logistic arrangements during events
  • Handle travel authorization (TA)

Qualifications:

• • A university degree in accounting/business management or an internationally recognized certification in accounting or equivalent
  • At least two years’ experience in accounting and administrative works
  • Experience in e-filling taxation platform and NSSF payment system
  • Experience with using QuickBooks accounting system
  • Working proficiency in English language
  • Strong skills in task management and communication with relevant people
  • Good knowledge of Microsoft Word and Microsoft Excel
  • High commitment to the task assigned
  • Understanding of NGO financial matters

Application information:

Interested candidates should submit a cover letter with salary expectation and a detailed CV by using the contact details below before the deadline of submission:

• • Deadline for submitting applications is on Sunday, 12 October, 2025 by 5:00 PM.
  • Email Subject of the application: Finance and Admin Officer
  • Applications will be accepted by email ONLY: recruitment@opendevcam.net
  • Only short-listed candidates will be contacted.
  • ODC does not discriminate on the basis of ethnicity, race, age, gender, or sexual orientation.

For more detail information, please contact to contact@opendevcam.net.