Finance and Administration Department Functions

Main role of finance and administration is to enforce the program staff to adhere to the organization’s financial and administrative policies.  Finance and administration department is the main custodian of all program activities monitoring and providing expense scenario to the project heads.

The finance and administration department has core functions to run the office smoothly under the set policies and procedures. Here in the below, we describe the best necessary job responsibilities of the finance and administration department and positions.

Finance and Administration Department Functions

Job Description of Office Manager:

The office manager is a key position to look after all administrative and management matters on a daily basis in the office. The key responsibilities of the office manager are to manage all things around him/her including news tasks assigned by the immediate supervisor. Main the job description of office managers are:

Keep All Things Up to Date:

Keep all incoming and outgoing official papers in specific folders for the official record. Organize all official events according to the work plan and lead from the front to successful the accomplishment of the event. A simple plan of employee counseling

Organize Staff Meetings:

Distribute annual meeting calendar among the concerned official and remind the dates and venue periodically. Finalize the meeting’s agenda according to the annual plan and progress reports. Share the outcomes of work progress with sections heads.

Supervise Lower Staff:

Delegate all responsibilities to the subordinates and monitor all work progress weekly basis. Update supervisor regarding the work progress and prepare mid-level progress reports presenting in staff meetings.

Job Description of Executive Assistant:

Executive assistant’s position is basically a facilitation position. His/her job description is to provide secretarial support to the office in charge in shape of dealing daily official and private guest schedule, arrange meetings with another stakeholder, get appointments from other officials,  arrange travel arrangements to the official field visits, support in official procurement, manage all incoming and routing telephone calls, coordinate with other section heads, etc.

Job Description of Office Administrator:

Administration official is the key person to look after all administrative matters in daily office work.  Coordinate with program staff to facilitate them in their program activities. Providing logistic and transport facilities to program staff.

Ensure security and safety of office premises, coordinate line departments for foreign clearance of foreign guests, arrange meetings and briefings for official guests, with support of subordinates, update all office inventory management, coordinate with finance section during new procurements, process all official expenses bills and keep a record.   

Job Description of Account Manager:

The account manager is responsible to look after financial matters, consolidate annual budget versus expenses, reconcile all expenses with banks, Prepare monthly staff salaries and benefits, develop a comprehensive monitoring plan to minimize the expenditures,  present the expense report in quarterly meetings.

Enhance the command and financial controlling system, formalize all loopholes and take appropriate actions to tight the misuse of financial resources, coordinate with financial institutions or donors for cash requests and submit a financial report to the concerned authorities, coordinate with audit firms to initiate annual financial audits and close all transactions in annual closing time.

In this article, we tried to provide all the necessary job descriptions of the above-mentioned positions. It varies in different organizations according to their work nature.  We do hope it will give you the at least basic knowledge of administration and finance role in any organization.

Finance&Admin Manager Job Description