Job Summary
The Admin & Finance Officer will be responsible for supporting accounting and financial management, inventory and stock control, cost accounting, and day-to-day administrative operations. The role will ensure accurate financial records, effective inventory management, proper cost control, timely reporting, and compliance with internal procedures and applicable tax and accounting requirements.
Key Responsibilities
Accounting and Financial Management
Maintain accurate and up-to-date financial records, including daily sales, purchases, receipts, payments and journal entries.
Manage accounts payable and receivable, cash flow records and daily cash reconciliation.
Prepare monthly financial reports, expense statements and management accounts.
Monitor operating expenses, ensure proper documentation and support budget preparation and cost control.
Ensure timely and accurate recording of all financial transactions and compliance with applicable tax and accounting requirements.
Inventory Management and Stock Control
Oversee daily inventory records and ensure accurate recording of stock received, sold, transferred, returned and adjusted.
Conduct regular stock reconciliations between physical inventory and the retail/POS or inventory management system.
Monitor stock levels continuously and prepare regular reports on fast-moving, slow-moving and low-stock items.
Monitor restocking requirements and coordinate with procurement and management to ensure timely replenishment.
Investigate and report stock discrepancies, losses, damages and inventory adjustments.
Support regular physical stock counts and implement effective inventory control procedures, including tracking by product, size, color and category.
Cost Accounting and Business Performance
Track product costs, purchase prices and other relevant costs to maintain accurate inventory valuation.
Monitor gross margins, product profitability and cost variances.
Prepare cost and sales reports to support pricing, purchasing and business decisions.
Analyze inventory turnover, stock aging and other key retail performance indicators.
Administrative and Operational Support
Maintain organized financial, inventory, procurement and administrative documentation.
Support supplier coordination, purchasing records and invoice verification.
Assist with staff attendance, payroll documentation and other routine administrative activities.
Ensure that internal procedures and approval processes are followed and support improvements in operational efficiency.
Education and Experience
Bachelor''s degree in Accounting, Accounting and Finance, or a closely related field.
Minimum of 5 years of relevant accounting experience, preferably in retail, wholesale, garment or other high-volume trading businesses.
Demonstrated experience in inventory accounting, stock reconciliation, expense management and cost accounting.
Experience working in a supermarket, garment retail business or similar fast-moving retail environment is highly preferred.
Technical Skills
Strong understanding of accounting principles, financial reporting, inventory valuation and cost control.
Practical experience with accounting software, ERP systems or POS-linked inventory management systems.
Advanced Excel skills, including reconciliations, reporting and data analysis.
Ability to monitor inventory movements and identify discrepancies, unusual costs and stock replenishment needs.
Personal Competencies
High level of integrity, accuracy and attention to detail.
Strong organizational, analytical and problem-solving skills.
Ability to work independently, manage competing priorities and meet deadlines.
Proactive approach to identifying operational inefficiencies and improving internal controls.
Good communication and coordination skills.
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