General Administrative and Logistics Works:
· Lead the implementation of the ERP system:
o Learn how to use the ERP and be proactive in perfecting it
o Implement and teach the use of aging reports – payables and receivables – in order to lead the customer and supplier payments follow up
o Enhance the organization of the ERP system developing an adequate filing system, making sure workflows are implemented for each department.
· Assist the logistics department in implementing the new workflow and tracking RFQs and Orders.
· Assist the Business Development Manager in implementing other workflows and procedures to optimize departments organization, as well as performance reviews for each department.
· Make process / system improvements to increase the overall effectiveness of forecasting reporting, planning and deliverables.
· Assist the Administrative Manager in general office works (legalities, NSSF, etc…) if needed
o Assist the Administrative Manager in collections and billings: Keep track of all projects, Track over and under billings, general follow ups, Payment Certificates preparation, invoice and proforma invoice preparations, POS, etc…
· Assist the Business Development Manager in preparing business plans for expansion to new countries.
Financial Management:
· Cost Control:
o Lead the implementation of cost control processes.
o Analyze monthly cost report, with the assistance of procurement officer, then compare to monthly budget to see if anything is out of the ordinary.
o Assist Financial Manager in cost control per project, preparing the Static Budget Analysis and the Flexible Budget Analysis reports.
o Provide timely, accurate month-end variance reports to key stakeholders every month.
o Assistant he Financial Manager in developing Job Cost report template and monitoring it.
o Monitor the day-to-day financial operations within the company, such as payroll, invoicing, and other transactions.
o Oversee financial department employees, including financial assistants and accountants.
o Liaise with auditors to ensure appropriate monitoring of company finances is maintained.
o Track the company's financial status and performance to identify areas for potential improvement.
o Seek out methods for minimizing financial risk to the company
o Provide insightful information and expectations to senior executives to aid in long-term and short-term decision making.
o Review financial data and prepare activity reports and financial forecasts.
o Present financial reports to the management.
o Analyze costs, pricing, variable contributions, sales results and the company’s actual performance compared to the business plans.
o Develop trends and projections for the firm’s finances.
o Conduct reviews and evaluations for cost-reduction opportunities.
o Manage the preparation of the company’s budget.
o Establish and maintain financial policies and procedures for the company.
o Understand and adhere to local financial regulations and legislation.
· Cash Flow Management:
o Petty Cash and Receipt Reconciliation
o Assist the Financial Manager with the Project /Company cash flow forecast, in order to determine if the organization will have enough cash, need a loan, or have more cash.
o Monitor and control the flow of cash coming into and going out of the organization, presenting weekly reports to finance manager, helping ensure the company’s business and investment needs are met.
o Act as lead advisor in the continuous cycle forecasting process, taking decisions regarding customer and supplier payments, and act to quantify risks and opportunities.
o Present and manage the risks and opportunities specific to the business unit. Proactively make recommendations to mitigate risk and realize opportunities.
o Assist the Financial Manager regarding the dashboards, baseline analyses, and presentations related to financial management.
o Leads the budget process and the implementation of improvements to the working capital forecasting process. Create new dashboards and develop KPIs for capital allocation requests.
o Contribute to the decision-making process, identify emerging trends and activities, recommend appropriate alternatives or options, perform general and personalized analyzes, develop value-added KPIs, and make sound strategic decisions in a timely manner.
o Lead the cash flow success plan by maintaining an appropriate level of communication with subject matter experts across all areas of the organization.
o Research investment options when needed and perform capital budgeting analyses.
o Safeguard, verify, and control all cash assets.
o Establish and maintain banking relationships if needed.
o Establish and maintain cash movement policies, procedures, and controls.
o Produce monthly company reports, reports on working capital dashboards, treasury reports (cash balances, cash projections, credit reviews, etc.)