Position: Finance Assistant (FA)

Reports to: Directors (primary contact will be the Founder)

Date: April 2025

Job Purpose:

To support the executive team in undertaking administrative, financial and accounting tasks of the business. The FA will track, evaluate and process day-to-day activities. Responsibilities include; establishing financial status by developing and implementing systems for collecting, analysing, verifying and reporting information. This role will involve working closely with staff across the organisation, including but not limited to PAYGO and Sales. The FA will be required to have a strong level of numeracy and willingness to proactively learn and develop the role. Smiling Through Light (STL) is developing and growing, as such the FA will have an opportunity to expand both their own capabilities, as well as to shape those of the STL.

Key Tasks:

1. Business Support - Managing and overseeing the daily operations of the accounting activities, under the guidance and supervision of the Directors.
2. Financial Data Entry - Accurate and timely entry of financial transactions into accounting software (QuickBooks), including invoices, expenses and payroll data.
3. Expenses Management - Assist in tracking and managing company expenses, ensuring adherence to budgetary guidelines.
4. Bank Reconciliation - Regularly reconcile company bank accounts to verify accuracy and resolve discrepancies.
5. Invoicing - Prepare and send invoices to clients, ensuring that billing is done correctly and on time.
6. Accounts Payable/Receivable - Monitor accounts payable and receivable and assist in processing payments and collections.
7. Payroll - Prepare monthly payroll ensuring that NASSIT calculations and other statutory payments are made on time to the relevant authorities.
8. Financial Reporting - Assist in generating financial reports, including income statements, balance sheets, and cashflow statements.
9. Budget Support - Provide support in creating and monitoring budgets, as well as forecasting financial trends.
10. Systems - Track and update the different documents, databases and software systems (e.g.,Inventory Tracker, PaygOps and QuickBooks) with sales orders, delivery, and payment details.
11. Audit Assistance - Prepare and organise financial records and documentation for internal and external audits.
12. Compliance - Ensure adherence to financial regulations, GST, tax laws & company policies.
13. Vendor Relations - Communicate with vendors and suppliers regarding payments and invoices.
14. Administrative Tasks - Support the finance department with administrative duties such as filing, document management and correspondence.
15. Team Collaboration - Collaborate with the finance team and other departments to facilitate smooth financial operations.

Key Performance Indicators (KPIs):

1. Support the Directors to review and amend the Financial & Administrative Policy from time to time.
2. Timely updates to key organisational documents, databases and software systems e.g., PaygOps, Inventory Tracker, weekly management reports.
3. Proactively provide recommendations and where competencies allow, improve systems and procedures and initiate corrective actions.
4. Undertake the Key Tasks in a timely manner, maintaining a high standard and accuracy of data and information provision.

Experience/Qualifications:

• A degree in finance, accounting or related field.
• Knowledge of accounting principles and practices.
• Proficiency in financial software (QuickBooks), Microsoft Excel and use of email & internet.
• Familiarity with the solar energy industry is a plus but not mandatory.
• An interest in international development or Gender-related issues.
• At least 2 years office work experience (preferred).

Key competencies:

• Excellent written and oral communication skills in English and Krio.
• Ability to assimilate a large amount of information.
• Good report writing skills.
• Outstanding organisational skills and ability to prioritise tasks.
• Strong attention to detail, organisational skills and problem-solving skills.
• Highly motivated with a strong work ethic.
• Ability to work under pressure to conflicting deadlines.
• Self-starter, proactive, reliable, honest and flexible.
• Enthusiast about Smiling Through Lights mission and goals.