Admin & HR Officer
PURPOSE OF THE POSITION
The Admin/HR Officer is responsible for maintaining day to day financial, accounting,
administrative and personnel services of the company in line with the operational goals of the
The Admin/HR Officer reports to the Chief Operating Officer and is responsible for
assisting with preparation of financial statements, maintaining cash controls, purchasing,
maintaining accounts payable and managing office operations. In addition, the Admin/HR
Officer is also responsible for performing a variety of human resource support duties. He/She
will assist in maintaining the human resource database and all employee records and files,
handles payroll processing and tracks and reports payroll information. Completes assigned
reporting functions involving attendance statistics, termination, hire and transfer data, and
other information assigned. Provides recommendations regarding the development and
administration of human resource policies and programs. Assists in informing new
employees of human resource policies and programs as needed.
1. Administer and monitor the financial system in order to ensure that the company’s
financial transactions are recorded and maintained in an accurate and timely manner
a. Generate profit and loss statements and monthly closing and cost accounting
reports using the computerised accounting system
b. Compile and analyze financial information to prepare entries to accounts, such as
general ledger accounts, and document business transactions.
c. Reconcile bank statements with reports from the accounting system
d. Establish, maintain, and coordinate the implementation of accounting and
accounting control procedures.
e. Monitor and review accounting and related system reports for accuracy and
f. Analyze revenue and expenditure trends and recommend appropriate budget levels,
and ensure expenditure control.
g. Explain billing invoices and accounting policies to staff, vendors and clients.
h. Resolve accounting discrepancies.
i. Supervise the input and handling of financial data and reports for the company's
automated financial systems.
j. Supervise the disbursement of petty cash claims
k. Interact with external auditors in completing audits.
l. Oversee the accounts payable and accounts receivable systems in order to ensure
complete and accurate records of all moneys
m. Ensure that utility bills are paid promptly
2. Responsible for effectively recording, maintaining, and reporting human resource
a. Oversees the human resource database. Ensures that system records are accurately
recorded and cross-checked.
b. Enters new hire information in the human resource system database.
c. Ensures that human resource files and records are maintained in accordance with
legal requirements and Company policies and procedures.
d. Completes monthly and year-end reports regarding terminations, transfers, and new
e. Processes employment verification forms and name change packets.
f. Prepares recruitment lists and job postings.
g. Receives and tracks employment applications.
3. Responsible for the accurate and timely performance of payroll functions
a. Computes and records payroll data as scheduled.
b. Maintains payroll records in compliance with state and federal regulations.
c. Provides payroll information regarding merit increases to managers as requested.
d. Tracks and resolves payroll errors. Completes payroll adjustments and corrections
e. Ensures that payroll functions are performed in accordance with established
policies and procedures.
4. Responsible for establishing and maintaining professional working relations with
applicants, visitors, callers, and business professionals.
a. Receives and screens visitors and telephone calls.
b. Assists with questions and problems courteously and promptly.
c. Obtains and conveys information as needed.
d. Maintains and projects the Company’s professional reputation.
5. Assumes responsibility for establishing and maintaining effective communication,
coordination, and working relations with Company personnel and with management.
a. Assists in training new employees. Supports Department personnel as needed.
b. Coordinates with related departments as required. Answers questions and provides
c. Keeps management appropriately informed of area activities and of any significant
d. Attends and participates in meetings as required.
6. Responsible for administering and monitoring all activities of the Administration section,
ensuring that it is operating smoothly, efficiently and in a timely manner.
a. Supervise administrative services within the office
a. Ensure prompt maintenance of company vehicles and up keep of the office
b. Verify all movement of company vehicles and also verify the log book.
c. Arrange for purchase of stationeries, printing of books and forms as per the
requirements and ensure keeping up of adequate stock of stationery, letter heads,
books and forms etc.
d. Ensure prompt remittance of all taxes and levies.
e. Ensure up to date insurance for all company property and resources
f. Organise, check and manage effective use of the office supplies and stationeries
g. Maintain regular inventory list of property of the organization at every six months
basis in cooperation with finance officer assistant.
h. Manage the repair and maintenance of computer and office equipment including
i. Maintenance of Office Environment
i. Ensure that all facilities are in excellent working condition
ii. Act as first line of contact in reporting issues with office envt.
iii. Ensure that staff work in a conducive and healthy environment
iv. Ensure generator is in working condition at all times
7. All other duties as assigned by Management
KNOWLEDGE, SKILLS AND ABILITIES
(The knowledge, skills and attitudes required for satisfactory job performance)
The incumbent must have proficient knowledge in the following areas:
administration of employee
computerized accounting benefits
programs payroll systems and reporting
accounts payable and accounts office administration
generally accepted accounting
The incumbent must demonstrate the following skills:
supervisory skills computer skills, including the
team building ability to operate computerized
accounting and bookkeeping skills accounting, spreadsheet and
analytical and problem solving skills word-processing programs at a
decision making skills highly proficient level
effective verbal and listening stress management skills
communications skills time management skills
effective written communications skills
The incumbent must maintain strict confidentiality in performing the duties of the Admin/HR
Officer. The incumbent must also demonstrate the following personal attributes:
honest and trustworthy
possess cultural awareness and sensitivity
demonstrate sound work ethics
The Admin/HR Officer would normally attain the required knowledge, skills and attitudes
through completion of a degree in any of the social science related disciplines and completion
of a personnel management course
A Bachelor’s degree in any of the social science related disciplines
Preferably a member of CIPM or any other recognized human resources association.
EXPERIENCE REQUIRED: At least one year of related experience.