Administrative Officer at BlueBrain Services LTD
We offer bespoke solutions for individual customers and organizations to manage their cost of capital well into the future, and build capacities for institutions.
In more than 15 years of experience, BlueBrain Services has also set up and managed processes & systems of various firms, agencies, and departments; micro, small, medium or large scale private or public organizations.
Job Description
- BlueBrain Services Ltd is looking to hire an experienced Administrative and Finance Officer to perform specialized services of a routine clerical/administrative and finance nature in strict accordance with established procedural guidelines, as appropriate to the position.
- The Administrative and Finance Officer will also be responsible for maintaining accurate and up-to-date financial records of the organization.
Location: Abuja
Job Type: Full-time
Responsibilities
Administration Tasks
- 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
- 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.
Qualifications
- 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.
- 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.
Deadline: 1st September, 2024.