Admin Incharge

The Admin Incharge is responsible for providing comprehensive administrative, coordination, and document control support to the Finance function, ensuring smooth day-to-day operations, timely documentation, effective coordination, and adherence to internal processes and confidentiality requirements. 

• Provide overall administrative support to the Finance Department to ensure efficient daily operations.
• Coordinate calendars, meetings, and appointments for finance leadership.
• Prepare correspondence, memos, and internal communications as required.
• Maintain organized records of finance-related documents and files.
• Support finance team members with logistical and administrative requirements.
• Ensure smooth coordination between Finance and other departments.
• Ensure proper control, filing, and retrieval of finance documents and records.
• Maintain physical and electronic filing systems in line with group standards.
• Track submission, approval, and circulation of finance documents.
• Ensure confidentiality and security of sensitive financial information.
• Support audit requirements by ensuring availability of required documentation.
• Maintain document version control and archiving schedules. 
• Act as the key administrative coordination point between Finance and other group entities.
• Liaise with banks, auditors, consultants, and service providers as required.
• Coordinate document submissions to banks, government entities, and external auditors.
• Follow up on requests, confirmations, and approvals on behalf of the Finance team.
• Support communication flow between Group Finance and subsidiary finance teams.
• Ensure timely follow-ups on outstanding administrative and documentation matters.
• Maintain trackers for finance-related submissions, approvals, and deadlines.
• Support preparation of basic reports, summaries, and status updates.
• Track payment-related documentation and approvals in coordination with Accounts teams.
• Maintain logs for bank guarantees, contracts, and finance agreements.
• Assist in compiling information required for management reporting.
• Ensure timely escalation of pending or overdue items. 
• Support adherence to internal policies, procedures, and approval matrices.
• Ensure administrative processes align with group governance standards.
• Assist in preparation for internal and external audits.
• Support implementation of process improvements within the Finance Department.
• Ensure timely renewal and tracking of finance-related documents and contracts.
• Maintain high standards of professionalism, integrity, and confidentiality.