Admin and Finance Manager

Role summary The admin and Finance Manager position is one of the key positions in admin and finance department. The manager is responsible for planning, organizing and managing of the accounting, finance and administration processes of the company. The manager ensures that the finance process is in adherence to company and client requirements, company policies and procedures and applied government regulations on private companies to ensure successful services of the company. The manager is responsible in developing the firm's financial plan and future goals, creating financial reports, maintaining detailed financial records, executing payroll and budgetary dealings, controlling the daily expenditures and incomes, ensuring that everyone follows the firm's admin and financial rules, managing the firm's accounts, such as assets, liabilities, updating databases, keeping an organized and updated file system, developing administrative processes, providing customer service, communicating with team members, clients and management and managing deadlines, creating financial reports, managing cash flow (in flow and out flow). Duties and responsibilities Key Responsibilities: · Finance Management: Maintain accurate records, prepare financial statements, manage cash flow, and ensure compliance with IFRS and tax laws. · Procurement Oversight: Approve purchase orders, monitor supplier contracts, and ensure cost-effective sourcing. · Inventory Control: Oversee valuation, expiry monitoring, and batch tracking. · Logistics & Supply Chain Support: Align financial planning with warehousing, distribution, and transportation costs. · Administrative Services: Manage HR policies, payroll, office operations, and regulatory documentation. · Audit & Compliance: Conduct internal audits, coordinate external audits, and enforce anti-fraud measures. Planning: Ø Preparing admin and finance plans on monthly, quarterly and yearly basis and implementing the plans according to the organization policies and procedures. Ø Preparation of admin and finance policies and procedures. Ø Implementing the administration and finance policies and procedures. Suggest changes in procedures to the management if required. Ø Implementation of the purchase plan and related payment arrangements with distributors. Budgeting: Ø Preparing annual budget of the company admin and finance department. Ø Pre-Planning and mechanism to avoid over expenses Ø Controlling over budget expenses/expenditures of the company and reporting variance in spending against of the approved budget. Ø Preparing budget Vs Actual expenditure report on daily, weekly and monthly, quarterly, and yearly basis and reporting to the COO/CEO. Team Management: Ø Preparing work plans and delegating team according to the approved admin and finance annual plan by COO/CEO Ø Supervising and managing the performance and development of admin and finance staff in line with the organization’s goals, objectives, policies and regulations Ø Preparing and conducting various on and off job learning opportunities to team in order to enhance their professional knowledge and skills. Stock Management: Ø Applying stock management policy in order to achieve accurate and efficient results. Ø Managing and controlling the warehouse or stock rooms in order to meet the rules and regulations of AFDA, GSP and general accepted medicine store keeping requirements. Ø Conducting logistics and supply needs assessment and prepare plans accordingly. Ø Controlling provincial stock, maintaining distributor’s compulsory stock keeping and instructing team for compulsory stock dispatch process. Ø Preparing inventory costing reports on periodic basis and recording its entry in QuickBooks. Cash Management: Ø Controlling overall cash payment and receipt transactions. Ø Controlling the bank payment and receipt transactions. Ø Managing cash flow and coordinating with sales department in A/R collection. FAM system and Control: Ø Developing the FAM- Fixed Asset Management system, applying the fixed asset policy, controlling the fixed assets recording in FAM and reporting to COO/CEO. Ø All fixed assets must be marked with an identification label and a unique serial number for tracking and control purposes. Ø Developing and maintaining the annual asset management plans aligned with the departmental strategy and budget in consultation with other departments where applicable. Administration and procurement Management: Ø Managing the procurement process and the supply chain operations efficiently and effectively. Ø Supervising and managing admin and procurement activities. Ø Managing and controlling the administration of events such as conferences, workshops, seminars and meetings which are related to admin and procurement section. Reporting Ø Preparing overall financial reports and submitting to COO/CEO on daily/weekly/monthly/ quarterly and yearly bases or any other urgently required financial report as instructed by COO/CEO. Ø Preparing Monthly Distribution Wise Income Statement. Ø Preparing Monthly Wise Sales Vs Budget Consumption Report. Ø Preparing account receivable and Payables reports on weekly basis and submitting to COO/CEO. Ø Conducting year ending process by checking and verifying overall transactions in journal against approved vouchers, checking accuracy of ledgers and cross checking the overall stockholders accounts with them before closing the accounts. Ø Preparing budget Vs actual reports on monthly bases and reporting to COO/CEO on time. Ø preparing the annual financial statements, including the Profit and Loss Statement and Balance Sheet, and submitting them by 5th January following the end of each fiscal year. The fiscal year shall run from 1st January to 31st December. Other Management Activities: Ø Developing strong coordination and communication with all stakeholders inside and outside of the company specially with distributors or customers. Ø Ensure efficient, effective, responsive, transparent, and accountable provision of admin and finance activities. Ø Managing administration team in order to maintain professional and peaceful office environment. Job requirements The minimum qualifications required is a bachelor degree in accounting and finance or business administration. The MSC in Accounting and Finance, MBA, CA, ACCA, CIMA, MCom and CPA will be highly preferred. Specialized knowledge: ‌Best utilization of QuickBooks, preparation of financial reports based on IFRS or GAAP, financial report analysis, budget analysis, market analysis and procurement and supply chain management. Submission guidelines · Recruitment will be on rolling basis. Candidates are encouraged to apply early. · To apply for this position, please submit your resume and cover letter, with the Vacancy Reference (RGGC: F-306) in the subject line, by email to ( hr@raoufigroup.com ). To apply for any RGGC vacancies, please make sure you put the Vacancy Reference on the subject of your email, or your application will be disregarded systematically. Please note that applications received after the closing date and without Subject line will not be given considerations. Only shortlisted candidates whose applications respond to the above criteria will be contacted for test/interview. In submitting your application, you understand that additional requests for information and/or participating in a screening interview to narrow candidate pools for short listing do not constitute a job offer or guarantee of employment.