Admin Coordinator

Admin Coordinator

in a firm in Ogun Full-time

Industry ICT / Telecommunications

Specialization Accounting / Audit / Tax, Hospitality / Leisure / Travels, Administration & Office Support,

Minimum Qualification Degree

Required Experience 1 - 3 years

Application Deadline 2012-07-18

FATE Institute for Venture Design (IVD) is a division of FATE Foundation, with a shared vision to increase prosperity and wealth creation in Nigeria through entrepreneurship and innovation. Through its programs and activities, IVD is bringing together human capital, intellectual capital and financial capital to create an ecosystem of venture and innovation. IVD operates a two-year fellowship program for aspiring innovators from engineering, design, business, and arts. The program is oriented towards letting the fellows start team-based technology ventures addressing discovered needs. The program combines the design methodology derived from research conducted at the Center for Design Research at Stanford University as well as FATE’s existing entrepreneurship courses and mentoring program.
The IVD Facility is located within Obasanjo Hilltop Estate, Abeokuta, Ogun State.

Job Summary:
To perform function of accounting and book-keeping in maintaining all financial records of the IVD; To support the FATE Finance Coordinator in preparing financial reports by compiling information, preparing profit and loss statements, and utilizing appropriate accounting control procedures; To manage all human resource activities at IVD and engage in promoting or creating goodwill for the Institute and persons, individuals, groups, or organizations affiliated with the Institute; To assist all documentation, research, report writing and communication; To oversee and manage all office procedures and other tasks as assigned.

Responsibilities:
Human Resource Activities.
Responsible for processing and record keeping of employee and participant information by managing personnel records, information management, benefit administration, insurance, medical and legal and regulatory compliances data such as hires, transfers, performance appraisals, and absenteeism rates.
Coordinate onboarding of new staff and exit interviews for leaving staff.
Support IVD Coordinator in performance management functions for all staff members.
Manage payroll, compensation and benefits.
Have a good understanding of labour laws and ensure appropriate policies in place to manage employee relations.
Provide advisory and administrative support for fellow recruitment process.
Monitor social welfare of fellows during the IVD program, including absenteeism rates, insurance, medical and other matters pertaining to fellow welfare during the IVD program.

Financial Activities:
Record incoming checks and donations.
Prepare periodic profit & loss statements and monthly closing and cost accounting reports.
Compile and analyze financial information to prepare entries to accounts, such as general ledger accounts, and document business transactions.
Explain billing invoices and accounting policies to staff, vendors and clients.
Resolve accounting discrepancies.
Maintain financial databases, computer software systems and manual filing systems.
Work with external auditors during external audits.
Monitor and maintains bank relations.
Review the office expenditure and also ensuring high quality standards and cost control.
Analyze revenue and expenditure trends and recommend appropriate budget levels.
Compile organizational budget from each unit, submit for approval and make amendments based on approvals.
Manage petty cash.
Maintain asset (including procurement) management policies and procedures.
Maintain asset register.

Administrative Activities.
Assume receptionist duties in Abeokuta, greet public and refer them to appropriate staff members, answer phone, route calls, and take messages.
Establish document management system, ensuring accurate and appropriate record-keeping and reporting for all IVD matters. Ensure filling systems are maintained accurately and regularly.
Document all staff meeting minutes and ensure appropriate record keeping of all meeting minutes.
Distribute incoming mail and prepare outgoing mail including bulk mail.
Manage and order supplies within the budget guidelines of the organization.
Oversee the workings of all the support staff.
Oversee travel logistics for faculty, staff, and visitors to the IVD; analyzing logistical problems and providing solutions.
Maintain contact database with an effective contact management system.
Support development and preparation of communication material to further public relations objectives.
Respond to requests for information.
Assist with completion of necessary reports as requested.
Assist coaches and staff with administrative duties as requested.
Any other duties as assigned.
Note: Although the position is based in Abeokuta, some travel to Lagos will be required.

Qualifications/Experience:
A good university degree or its equivalent in Accounting, HRM, Admin or other business related disciplines. Basic knowledge of accounting preferred.
Minimum of 2 post NYSC years working experience in a similar role.
Familiarity with MS Office suite (Word, Excel, PPT) and with other web-based applications to support the role.
Fluent and accurate spoken and written English. Knowledge of Yoruba preferred.
Strong organizational skills with good time management.
Punctual and neat.
Advanced interpersonal verbal and written communications skills.