Flone Initiative is a pan-African women-led non-profit organization working towards the realization of Safe, Accessible, Inclusive, and Sustainable public transportation for all in Africa, with particular focus on women and vulnerable groups.
Role Overview
The Finance and Admin Officer is responsible for managing the organization's financial and administrative functions, ensuring compliance with both internal policies and external donor requirements, and supporting overall operational excellence.
Key Responsibilities
Financial Management, Controls & Reporting
- Develop, implement, and continuously strengthen financial policies, internal controls, and compliance frameworks, aligned with NGO best practices.
- Maintain accurate, timely, and complete accounting records, including bookkeeping, bank reconciliations, payroll, ledgers, and financial statements.
- Lead annual budgeting processes and support program teams in budget monitoring, variance analysis, and financial planning.
- Prepare and present monthly, quarterly, and annual financial reports for management, the Board, and donors.
- Manage cash flow, liquidity planning, and financial risk analysis—providing early alerts on potential issues and advising on corrective measures.
- Ensure timely payments to suppliers, partners, consultants, and service providers in accordance with internal controls.
- Uphold strong ethical standards in financial operations and protect the organization from financial mismanagement and fraud.
Grant, Donor & Compliance Management
- Ensure strict adherence to donor rules, funding agreements, procurement standards, and cost eligibility requirements.
- Monitor grant expenditure and maintain clear documentation trails for audits and donor verifications.
- Prepare accurate and timely donor financial reports, forecasts, and fund accountability statements.
- Work closely with program teams to develop proposal budgets and support resource mobilization efforts.
- Coordinate annual and project-specific audits, handle audit queries, and track implementation of recommendations.
- Ensure compliance with tax laws, NGO regulations, and financial reporting standards.
Governance, Risk & Institutional Compliance
- Support the Executive Director and Board with financial dashboards, risk assessments, and strategic financial insights.
- Maintain strong professional relationships with auditors, banks, regulators, vendors, and statutory bodies.
- Lead financial risk mitigation initiatives and ensure effective application of organizational policies and controls.
- Maintain and update compliance documentation, including registrations, licenses, and statutory filings.
Administration, HR & Operations
- Oversee office administration, procurement, and asset management, ensuring transparency, efficiency, and compliance with policy.
- Manage relationships with external service providers (banks, insurers, consultants, payroll processors, IT support).
- Administer payroll, benefits, statutory deductions, and HR documentation.
- Support staff recruitment, onboarding, performance reviews, and enforcement of organizational policies.
- Facilitate staff financial literacy and compliance orientations to strengthen a culture of accountability.
- Ensure a well-functioning, safe, and conducive working environment.
Culture, Adaptability & Performance
- Demonstrate the ability to work under pressure, manage tight deadlines, handle multiple tasks simultaneously, and adapt quickly to changing donor or operational requirements.
- Uphold feminist, inclusive, and respectful leadership principles in line with Flone’s organizational culture.
- Perform any other duties as needed to support organizational mission and operational excellence.
