Job Description

Finance Administrator

• To report to the CEO (your Line Manager) and to work as part of the staff team at the Mechanics for Africa (MfA) college and workshop.

• To perform the role of the Finance administrator at the college, workshop and for any construction work.

• You will be working closely with the Workshop Business Manager, College Administrator and Construction Manager in the control of money transactions within these sectors.

• Ensuring proper balancing of the MfA books on a daily and monthly basis.

• Liaise and provide information with the MfA accounting firm that submits the quarterly tax returns

• Maintaining appropriate administrative systems including the keeping of proper accounts and asset registers using Sage and Quick Books software

General Finance:

• To undertake the payment of all insurance, government and local taxes, phone, internet, staff health scheme etc – once a month.

• Submitting Tax and Napsa, making payments and ensuring reconciled records are kept.

• Data and receipt input

• Ensure prompt and efficient payment and posting of all cash and cheque transactions and trips to the bank

• Assist with payroll of all employees

• Providing year –end support to the external auditors requirements, which may include providing evidence and reconciliations

• Petty Cash control, reconciliation and replenishments, ensuring all expenses have receipts

• To assist with the development of an annual budget starting in January of each year but submitted to trustees in September

• Submitting summary monthly accounts to the Treasurer Trustee

• To ensure security of accounting documents and records

Human Resource

• Keep track and records for staff leave requests

Workshop

· Fulfil the role of Workshop Business Manager when this person is on holiday, delivering cars, and working in the workshop or away from the front desk of the workshop.

· To be responsible for the monthly checking of the stores. This includes (but is not limited to):

o All stock is logged and an accurate inventory is kept.

o All parts have been booked in and booked out and recorded for stock buying purposes.

· Preparation of invoices

o Ensure all relevant information is entered into the invoicing spreadsheet and preparation of invoices for approval by the workshop manager.

· Reviewing Quick Books records for each month and reconciling these to stock take and Sage

· Chasing up and reconciliation of debtors accounts

· Draft, Monitor and update credit terms with long term/commercial customers

· Check the workshop stock room contents and the stock room list, carrying out a monthly stock take which is reconciled to Sage records

· Issue receipts, refunds, credits or change due to customers

College

• Receive and record fees of students and update the database.

• Assist and drafting of grant and funding applications

• Any other duties as assigned by the CEO

• To work with professionalism and integrity at all times, including when working on customers’ vehicles, and to show the working of Christian values in your life.

• Teach appropriate courses as and when needed

• To adhere to all policies and procedures implemented across Mechanics for Africa

Please note that ONLY shortlisted candidates will be contacted.