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1. Main Function of the Role

The Finance and Admin Manager is responsible for managing the full finance function, office administration, and human resources administration of the business. The role ensures accurate financial records, effective cash flow management, statutory compliance, and well-controlled HR processes. The position also provides leadership, structure, and oversight to the Finance & Admin Assistant to ensure accuracy, compliance, and operational efficiency.

2. Key Performance Areas

2.1 Financial Management

• Capture and process supplier invoices accurately and timeously.
• Prepare and issue customer invoices.
• Manage the full debtors function, including collections and follow-ups.
• Ensure debtor statements are issued twice monthly.
• Maintain the Pastel accounting system to auditor-ready standards.
• Load and process payments accurately and on time.
• Ensure all debtor and creditor documentation is filed weekly and kept current.

2.2 Statutory Compliance & Regulatory Liaison

• Manage all correspondence and meetings with NAMRA.
• Prepare and submit VAT claims.
• Prepare and submit income tax claims.
• Support audits and ensure availability of accurate financial records.

2.3 Office Administration

• Oversee all general office administrative functions and maintain organised systems.

2.4 Human Resources Administration

• Manage onboarding of new employees and ensure all documentation is completed.
• Ensure SSC and NAMRA registrations are completed.
• Ensure employment contracts are issued and signed.
• Support basic disciplinary processes using correct templates.
• Ensure accurate documentation for loans, advances, and leave.

2.5 People Management

• Supervise and support the Finance & Admin Assistant.
• Provide guidance and oversight to ensure accuracy and compliance.

3. Qualifications and Experience

• Diploma or Degree in Finance, Accounting, Business Administration, or related field.
• Experience managing full finance functions.
• Experience with Pastel accounting software.
• Experience dealing with NAMRA, VAT, income tax, and audits.
• Experience in HR administration.
• Supervisory experience is an advantage.

4. Skills and Attributes

• Strong financial and administrative skills.
• High attention to detail and accuracy.
• Strong organisational and time-management skills.
• Ability to work independently and take ownership.
• Good communication and interpersonal skills.
• Professional, trustworthy, and discreet.
• Ability to work under pressure and meet deadlines.

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