Admin / Account Officer Job at IDEA Africa

IDEA Africa (Impact Driven Entrepreneurship Advancement in Africa) is a social enterprise that is focused on enhancing the growth of Micro, Small, and Medium Enterprises (MSMEs) across Africa. Our vision is to be recognized as the leading facilitator for the continent's growth and prosperity through innovative entrepreneurship. By bridging the gap between large corporations/organisations and the MSME sector, we aim to create an enabling ecosystem for these businesses to thrive.

We are recruiting to fill the position below:

Job Position: Admin / Account Officer
Job Location: Lagos
Employment Type: Full-time

Job Description

• You will be responsible for managing day-to-day administrative tasks, handling financial transactions, and maintaining accurate records in compliance with organizational policies and procedures.
• Key Accountability To the Operations Lead Reporting Team weekly updates, end of week reports to Operations Lead, end of month report to Management, quarterly reports to the Executive Director and others as necessary. Manages Interns, Volunteers and other team members as necessary.
• Tools to be Used Accounting Software, Google Workspace, Slack, ClickUp, and others as necessary.
• Account Officer/Admin Role: Use this link to apply-https://bit.ly/ideafrica-jobs

Responsibilities / Deliverables
Financial Management - 25%:

• Process accounts payable and receivable transactions, including invoices, payments, and expense reimbursements, accurately and in a timely manner.
• Reconcile bank statements, petty cash, and credit card transactions to ensure accuracy and completeness of financial records.
• Take responsibility for the preparation of financial reports, budgets, and forecasts, and provide support during audits and financial reviews.
• Monitor cash flow, track expenditures, and analyze financial data to support budgeting and forecasting activities.
• Take the lead on the preparation of financial statements, including balance sheets, income statements, and cash flow statements, in compliance with accounting standards and regulations.
• Conduct periodic financial reviews and variance analysis to identify trends, discrepancies, and areas for improvement.
• Collaborate with internal stakeholders to develop and implement financial policies, procedures, and controls to safeguard organizational assets and ensure financial integrity.
• Support grant and contract management, including budget development, expenditure tracking, and reporting requirements.
• Assist in the preparation of grant proposals, donor reports, and funding requests, ensuring accuracy and compliance with donor requirements.

Record Keeping and Documentation - 20%:

• Maintain comprehensive and up-to-date records of financial transactions, contracts, administrative documents and grants, ensuring accuracy, completeness, and confidentiality.
• Establish and maintain efficient filing systems and document management protocols to facilitate easy retrieval and access to records.
• Prepare and maintain documentation for audits, reviews, and compliance assessments, ensuring readiness and responsiveness to external inquiries.
• Coordinate with internal and external stakeholders to ensure proper documentation and record-keeping for procurement, vendor contracts, and agreements.
• Conduct regular audits and quality checks of financial and administrative records to identify errors, discrepancies, or areas of non-compliance.
• Provide training and guidance to staff members on record-keeping best practices, data entry procedures, and compliance requirements.
• Implement digital solutions and technology tools to streamline recordkeeping processes and enhance data management efficiency.

Compliance and Regulatory Requirements - 25%:

• Stay abreast of changes in relevant laws, regulations, and accounting standards, and ensure organizational compliance through regular review and updates to policies and procedures.
• Take responsibility for the preparation and submission of tax returns, statutory filings, and regulatory reports, ensuring accuracy, timeliness, and adherence to regulatory requirements.
• Coordinate with external auditors, regulators, and government agencies during audits, inspections, and compliance reviews, providing necessary documentation and support.
• Conduct internal audits and risk assessments to identify areas of noncompliance, inefficiencies, or vulnerabilities, and recommend corrective actions or improvements.
• Monitor adherence to grant agreements, donor regulations, and contractual obligations, and ensure timely reporting and compliance with funding requirements
• . Develop and implement controls and monitoring mechanisms to prevent fraud, misuse of funds, and other financial irregularities, in collaboration with internal audit and compliance teams.
• Provide guidance and support to staff members on compliance-related matters, including ethics, conflicts of interest, and whistleblower policies.

Communication and Coordination - 15%:

• Facilitate effective communication and collaboration among internal teams, departments, and external partners through regular meetings, updates, and information sharing.
• Serve as a liaison between finance, administration, and other functional areas to ensure alignment of goals, priorities, and resources.
• Act as a point of contact for inquiries, requests, and feedback related to financial and administrative matters, providing responsive and professional assistance.
• Communicate financial information, reports, and analysis to stakeholders in a clear, concise, and understandable manner, tailoring messages to each audience's needs and preferences.
• Coordinate with external vendors, service providers, and consultants to ensure timely delivery of services, adherence to contract terms, and resolution of issues or disputes.
• Participate in cross-functional teams and working groups to support organizational initiatives, projects, and strategic objectives.

Administrative Support - 15%:

• Manage office operations by handling correspondence, phone calls, and emails, and ensuring timely and professional responses.
• Coordinate meetings, appointments, and travel arrangements for staff members, partners, and stakeholders.
• Exposure to a wide network of both local and global industry experts, mentors, investors, and partners, fostering valuable connections and learning opportunities.
• Access to resources, tools, and curriculum designed to enhance entrepreneurial skills and knowledge.
• Opportunity to launch a market-facing product either through a startup or as an intrapreneurial pursuit. Impactful Work Contribute to the growth and success of impact-driven entrepreneurs, supporting them in building sustainable businesses that create positive change in society.
• Maintain office supplies inventory, place orders as needed, and oversee office maintenance and cleanliness. You may be assigned other tasks not specifically outlined here as the need arises.
• The Opportunity We Offer Professional Growth and Development Opportunity to work in a dynamic and impactful organization at the forefront of entrepreneurship and social innovation in Nigeria.
• Drive partnerships and collaborations that directly impact the development of the entrepreneurial ecosystem in Nigeria. Play a pivotal role in shaping the community and culture of IDEA Africa, fostering a supportive and collaborative environment for entrepreneurs. Competitive Compensation
• Receive a competitive salary commensurate with qualifications and experience.
• Access to performance-based incentives and bonuses tied to individual and organizational achievements.
• Resources and tools necessary to effectively carry out job responsibilities, including digital platforms, technology, and software.
• Professional Recognition Opportunity to enhance personal visibility and professional reputation.
• Potentially qualify to receive equity allocation in the startups in the organization’s portfolio. Work-Life Integration
• Enjoy a flexible work schedule that allows for a healthy integration of work and other personal priorities.
• Opportunity for remote work or hybrid work arrangements, providing flexibility and convenience. Professional Support and Resources Access to a supportive team and a collaborative work environment.
• Recognition and visibility within the local and global entrepreneurship ecosystem through IDEA Africa's reputation and partnerships.
• Continuous Learning Access to ongoing learning opportunities, including training programs, workshops, and conferences, to stay updated with the latest trends and best practices in entrepreneurship and community building. Personal Fulfillment
• Work with a mission-driven organization dedicated to making a positive social impact.
• Make a difference in the lives of entrepreneurs and contribute to the growth of the entrepreneurial ecosystem in Nigeria.