Admin and Finance Officer

Position: Admin and Finance Officer

Job Description

The Admin and Finance Officer will support HDV’s Admin and Finance Coordinator and work closely with the Executive Director, project staff, and volunteers to ensure effective implementation of the organisation’s financial management systems and administrative procedures. Key responsibilities include overseeing project financial operations, implementing internal controls, managing project cash flows, and ensuring timely, accurate donor reporting aligned with compliance standards. This role also oversees project-level administration, logistics, procurement, payment processing, HR record-keeping, and general office support, providing direct assistance to the Admin and Finance Coordinator as needed.

Key Responsibilities

• Provide comprehensive administrative, financial, and accounting support to the organization.
• Maintain project accounting and financial reporting in accordance with organizational and partner/donor guidelines.
• Ensure full compliance with internal policies and donor regulations across all financial transactions and supporting documentation.
• Prepare and maintain systematic administrative and financial records on time.
• Prepare and submit monthly financial reports, expense statements, budget vs. actual analyses, and variance updates to the Admin and Finance Coordinator and Executive Director.
• Assist in preparing project budgets and develop cash flow forecasts in coordination with project leads.
• Efficiently manage project cash flow to maintain adequate liquidity for daily operations and vendor payments.
• Manage procurement, logistics, and administrative support for project activities in alignment with organizational standards and timelines.
• Maintain project records, including contracts, agreements, and official correspondence, ensuring compliance and easy retrieval.
• Establish and maintain robust internal controls to safeguard project funds.
• Guide project staff on donor compliance, financial guidelines, and documentation requirements.
• Handle donor communications related to administration and financial transactions in coordination with the Admin and Finance Coordinator and Executive Director.
• Coordinate with external stakeholders to streamline financial processes and resolve queries promptly.
• Prepare necessary documentation and ensure complete audit readiness.
• Perform any other relevant tasks assigned by the supervisor.

Deadline: September 22, 2026