Company Overview / Employee Value Proposition
Babes Pregnancy Crisis Support Ltd is a non-profit agency that journeys with pregnant teenagers, providing emotional support, information, and resources to empower them to make responsible decisions about their pregnancy.
Job Summary
The Finance and Admin Executive oversees all finance and administrative matters within the social service agency, including office administration and financial operations. The role ensures financial management, compliance, and efficient administrative processes to support the organisation's programmes and services. Although this is primarily an office-based role (hybrid work environment with flexible working hours), the incumbent may be required to organise and attend events or meetings, both indoors and outdoors, to support outreach and fundraising efforts. This role reports to the Corporate Services Manager & Executive Director.
Responsibilities
- Perform accounting and administrative functions by processing and maintaining accurate accounting records to support financial operations
- Collaborate with outsourced accountant to maintain the accounting system, ensuring precise entry of financial information and accurate posting of debits, credits, receipts, and balances in ledgers and journals
- Transfer funds between bank accounts as needed and prepare monthly bank statement reconciliations and Income & Expenditure Statements to ensure financial accuracy
- Maintain records of investments and monitor interest receivable to support financial oversight
- Prepare payment vouchers and coordinate disbursement of funds with authorised signatories to ensure timely payments
- Compile and analyse data for periodic and annual financial reports to inform management and stakeholders
- Prepare detailed financial reports for donors and relevant authorities to maintain transparency and compliance
- Process monthly payroll and liaise with relevant authorities to ensure accurate and timely salary disbursements
- Coordinate with accounting services vendor to prepare trial balances, statements of financial activities, and balance sheets at mid-year and fiscal year-end for audit readiness
- Prepare general vouchers and invoices to support financial transactions
- Assist in the preparation and monitoring of the organisation's budgets to align financial resources with strategic goals
- Support statutory filings and ensure compliance with relevant financial regulations to uphold legal standards
- Coordinate and facilitate the development and implementation of organisational policies and procedures related to finance and administration
- Provide administrative support for office operations and contribute to event organisation for outreach and fundraising efforts
Required competencies and certifications
- Proficiency in QuickBooks or equivalent accounting software to manage financial data efficiently
- Fluent in English, both written and spoken, to communicate effectively within the organisation and with external stakeholders
Preferred competencies and qualifications
- Between 2 - 3 years of relevant work experience in finance and administration to perform core duties effectively
- Degree or Diploma in Accountancy or Finance to provide foundational knowledge in financial principles
- Experience in the social service sector to understand the unique financial and administrative needs of non-profit organisations
- Basic proficiency in Microsoft Office Excel, Word, and PowerPoint to support reporting and documentation
- Knowledge of finance processes and policies to ensure adherence to best practices
- Meticulous attention to detail to maintain accuracy in financial records and reports
- Strong communication and interpersonal skills to collaborate with internal teams and external partners
- Ability to work independently and as part of a team to manage responsibilities autonomously and collaboratively
- Strong organisational and planning skills to prioritise tasks and meet deadlines
- Alignment with Babes mission to contribute meaningfully to the organisation's goals
