Office and Finance Administrator

Job Description

Job Purpose
Talent Grid Africa, on behalf of its esteemed client, is seeking a passionate and qualified Office and
Finance Administrator to support office administration, program coordination, finance/accounts support,
communication, and reporting. The role is responsible for ensuring the smooth and efficient running of
the organization’s programs and daily operations.

KEY RESPONSIBILITIES
✓ Open and close the office daily, ensuring the premises are orderly, secure, and fully operational.
✓ Manage the organization’s front office functions, including handling the office phone, responding to
emails, and attending to walk-in inquiries in a professional and timely manner.
✓ Maintain accurate and well-organized physical and digital filing systems for administrative,
program, and organizational records.
✓ Manage office supplies and liaise with vendors, suppliers, and service providers as required.
✓ Provide administrative and operational support to all organizational programs to ensure smooth and
timely implementation.
✓ Track program activities, schedules, deadlines, deliverables, beneficiaries, outputs, and related
documentation.
✓ Support program officers and managers with logistics, coordination, and documentation for
meetings, trainings, workshops, and community activities.
✓ Process authorized payments, petty cash transactions, and payment requests.
✓ Prepare vouchers, maintain expenditure records, and ensure proper documentation for all financial
transactions.
✓ Support basic bookkeeping, budget tracking, and reconciliation under supervision.
✓ Liaise with suppliers, service providers, and finance personnel on financial and administrative
matters.
✓ Use advanced Microsoft Excel for data entry, analysis, tracking, reporting, and dashboard
management.
✓ Maintain program databases, trackers, and records while ensuring data accuracy, confidentiality, and
proper storage.
✓ Generate summaries, tables, charts, and data outputs for management, donor, and stakeholder
reporting.
✓ Prepare routine administrative, program, and financial reports (weekly, monthly, and quarterly).
✓ Compile narrative and data-driven reports for internal management, donors, audits, evaluations, and
monitoring purposes.
✓ Support monitoring and evaluation documentation and compliance with donor and organizational
requirements.
✓ Serve as a key communication and coordination point for internal staff, partners, consultants, and
external stakeholders.
✓ Draft clear, professional correspondence, including emails, letters, memos, and reports.
✓ Communicate effectively both verbally and in writing to support organizational objectives.

QUALIFICATIONS
✓ Bachelor’s degree in Business Administration, Project Management, Development Studies,
Accounting, Finance, or a related field.
✓ Advanced proficiency in Microsoft Excel, including formulas, data analysis, and reporting.
✓ Minimum of 1–3 years’ experience in administration, program support.
✓ Working knowledge of basic accounting, bookkeeping, and financial processes.
✓ Proficiency in Microsoft Word, PowerPoint, and email systems.
✓ Demonstrated ability to prepare clear, accurate, and professional administrative, financial, and
program reports.
✓ Strong organizational and multitasking skills with high attention to detail and accuracy.
✓ Excellent written and verbal communication and interpersonal skills.
✓ Ability to work independently with minimal supervision while managing multiple priorities.
✓ Strong time management, problem-solving, and analytical skills.
✓ High level of integrity, discretion, and confidentiality.
✓ Professional attitude with a friendly and approachable front-office presence.
✓ Demonstrated reliability, accountability, and willingness to learn and adapt in a dynamic
environment.

How to Apply:
Interested candidates who meet the above criteria are invited to submit their CVs to
jobs@talentgridafrica.com

Only shortlisted candidates will be contacted