Finance and Governance Admin Assistant

MAIN JOB PURPOSE
The Finance and Governance Admin Assistant will provide operational support to the Finance and Governance Manager and the broader finance team in financial management, reporting, and compliance. This role assists in maintaining the financial integrity of the organization by assisting with day-to-day financial processes, ensuring accuracy in financial transactions, supporting governance practices, and maintaining compliance with statutory regulations, while supporting administrative duties related to office and facility management.

QUALIFICATIONS & EXPERIENCE

• Bachelor's Degree or Diploma in Finance, Accounting, or a related field (required)
• 0-3 years of experience in a finance or accounting role
• Knowledge of financial reporting standards and compliance regulations
• Experience in processing transactions and supporting financial reporting.
• Familiarity with financial software and systems
• Advanced proficiency in Microsoft Office Suite and Google Workspace
• Familiarity with AI and automation tools for office productivity

DUTIES & RESPONSIBILITIES
The duties include the following:

Financial Management Support

• Assist in the preparation and analysis of budgets and financial forecasts
• Support the Finance and Governance Manager in managing client-related funds, including processing stipends, refunds, and other financial transactions.
• Maintain accurate financial records, including balance sheet schedules and reconciliations and detailed asset registers
• Identify and flag potential cash flow issues and provide timely updates to the Finance and Governance Manager.
• Monitor and maintain financial controls, ensuring adherence to company policies
• Track and report on capital expenditure relating to campuses and head office (HDO).
• Contribute to the review and updating of financial policies and procedures to ensure alignment with company objectives

Accounting Process & Reporting

• Review and process accounting transactions, ensuring accuracy and timeliness; ensuring transactions are correctly allocated.
• Manage invoice collection and support schedules for approval workflow; and process invoices for approval, including those from independent contractors, suppliers, and catering services.
• Prepare and review payment batches for senior finance staff authorization, and process invoices for approval, ensuring accuracy and timely submission
• Handle independent contractors' invoices and transactions ethically ensuring payments have been authorized/signed off compliantly.
• Verify catering invoices for campuses, company events, and meetings
• Manage ad-hoc supplier invoices efficiently
• Perform credit card and petty cash reconciliations ensuring that all records are accurate and compliant with company policies.
• Ensure correct allocation of transactions to support accurate reporting
• Demonstrate understanding of financial processes up to trial balance level
• Perform balance sheet reconciliations and assist in preparing monthly, quarterly, and annual financial reports

Bank Payments & Cash Flow Management

• Prepare and review payment batches for authorization by senior finance staff ensuring accuracy and timely submission.
• Support effective budgetary control by tracking and reporting on capital expenditure relating to the campuses and HDO and maintain a detailed record of payments and transactions, ensuring compliance with financial policies and company record management procedures and frameworks
• Identify and flag potential cash flow issues to the Finance and Governance Manager

Compliance & Governance Support

• Support the Finance and Governance Manager with submissions for tenders and grants, ensuring accurate financial documentation is provided.
• Assist in reviewing and updating financial policies and procedures
• Manage and update the detailed asset register for campuses and HDO
• Maintain and update the contracts register and compliance documentation to meet regulatory and audit requirements.
• Stay informed about changes in relevant legislation and regulations and assist in ensuring the organization remains compliant.

Office & Facility Support

• Assist with general office management duties and facility maintenance ensuring the effective operation of facilities such as cleaning services and technology maintenance.
• Manage vehicle control registers and driver accountability:
• Maintain accurate records of vehicle usage, including tracking mileage, fuel consumption, and vehicle conditions.
• Ensure adherence to company policies for vehicle usage and coordinate with relevant departments for timely vehicle maintenance and servicing as needed
• Liaise with Shared Services for office infrastructure needs (e.g., cleaning services, technology maintenance)
• Contribute to the improvement of office processes and procedures

COMPETENCIES & SKILLS

• Solid understanding of financial principles and accounting processes
• High attention to detail and accuracy in financial transactions
• Strong analytical and problem-solving skills
• Excellent organizational skills with the ability to prioritise and handle multiple tasks
• Effective communication skills for interacting with internal teams and external stakeholders
• Proficiency in Excel and financial systems (experience with XERO is an advantage)
• Ability to work independently and as part of a team
• Proactive approach to learning and professional development