Finance And Administration Manager
Govan International JLT
Total years of experience :14 years, 6 Months
• Responsible for estimating, preparing quotations & invoices, and costing.
• Prepare monthly Updating and reconciliation of various Bank Accounts (AED, EURO, USD currency accounts operation with banks
• Maintaining all day to day activities of office.
• Dealing with Dubai Customs for all customs related issues
• Liaise with customers, agencies and companies - for logistics purposes - as needed by the office
• Following up with customs for the deposits paid & submitting Customs audit report on timely basis.
• Prepare receipt & payment reports & monthly consolidated reports.
• Follow up of Credit Collection & follow up of amount payables & receivables promptly.
• Prepare Rolling Fund flow, Cash Flow, Cash flow quarter & years, Expenses Budget, income budget, Cost of sales, Budget for the next project / financial years.
• Maintain inventory control & stock position as required.
• Preparing & maintaining Attendance register & time keeping of all employees.
• Associated with Banking transactions, Insurance claims, coordination with clients Finance depts. and monthly progress invoicing, payments follow ups, bank guarantees for Bid Bond, Performance Bond release.
• Processing Debit notes and Invoices to the Clients as per the contracts and agreed rates.
• Routine dealing with banks - Balance updates, Deposits, Withdrawals etc. and custodian of petty cash transactions, disbursements.
• Create, compose, and edit administrative correspondence and documentation (including internal memos, employment contracts, circulars etc.).
• Checking the expenses of the employees in accordance to the company policy and file the expenses together with the supporting documents.
• Organize, coordinate and replenish office logistics including stationeries, food, beverages, etc.
• Organize travel schedules of employees in line with company policies and requirements
• Attend meetings, record, write and distribute the minutes and follow up on action items.
• Perform other related duties or assignments as directed by the GM to contribute to the department’s effective functioning.
• Provide administrative and general support to the Joint Managing Director, including appointment booking, scheduling meetings, updating calendars, staff daily attendance records, scheduling room bookings etc.
• Arranging shipments to various projects in the MENA region and various countries.
• Preparing commercial invoices and packing lists.
• Handling Petty Cash and overtime files of Transportation Dept.
• Handling Insurance related matters of all Group Companies which include Health, Marine, Life, Property, Machinery, Vehicle etc)
• Office administration and control of company documents.
• Controls documentation produced internally and externally to ensure proper allocation and easy retrieval of important documents
• Receives and screens incoming calls and visitors, handles their inquiries, provides requested information and/or directs them to the appropriate person according to their needs.
• Manages and maintains office supplies/consumables and equipment inventory
• Coordinating with the Purchasing and IT Department (as appropriate) ensuring adequate stock level is maintained and equipment is in proper condition at all times.
• Reporting directly to the Group Finance Manager & Corporate Support Manager
• Receiving & verifying all invoices related freight forwarding & logistics.
• Assessing the soundness and adequacy of the firm's accounting and operating controls.
• Review of the accuracy and reliability of the accounting records and financial reports.
• Evaluate whether the branch is incompliance with the applicable laws and regulations, guidelines and directives issued by RBI and various other institutions
• Review compliance with the internal policies and procedures of the firm.
• Prevention and early detection of frauds, errors, omissions and other irregularities rests with the management through the implementation and continued operation of an adequate system of internal control.
• Verification of Bulk purchase, Bulk sales, public purchase and public sales.
• Reconciliation of Bank, H.O, Branches, Debtors. Creditors and Stock
• Preparation of audit report.