Finance and Administration Manager

Description:
**Title**:Finance and Administration Manager

**Department**:Finance

**Location**:Sao Paulo - Brazil

**Reports** **to**:Operation Smile Global Finance

**Onsite, Hybrid, Remote**:This position will be onsite with remote flexibility

**General Description**:
Operation Smile HQ is looking for a Finance and Administration Manager to oversees the management of resources in the region, they will be responsible for the budget planning and support at country management level. This individual will offer insights and financial advice that will allow them to make the best program decisions for each specific organizational chapter.

This role also involves a responsibility of ensuring the Organization’s policies and procedures comply with regulatory and ethical standards and all financial day to day activities are administered and adhered to.

The Finance and Administration Manager will be responsible for managing OS HQ budget, according to the approved budget from OSI and the Board.

**Essential** **Functions**

**Finance**:

- Process invoices, purchase orders, and expense reports, ensuring accuracy and adherence to company policies. Prepare and issue payments and receipts.
- Preparation of monthly accounts from source documents up to trial balance.
- Reconciliation of international loan accounts.
- General financial tracking and budgeting (monthly expense reports; quarterly reports; documenting in-kind donations; mission budgeting; recording monetary donations)
- Review and approval of staff expense reports.
- Payroll processing. Managing and maintaining the payroll and leave system for all staff. Updating and maintaining payroll records. Liaising with staff and management on payroll related queries
- Maintain organized and accurate financial documentation, including contracts, invoices, receipts, and bank statements. Ensure compliance with record-keeping and retention policies.
- Assist with internal and external audits, providing necessary documentation and support. Help ensure compliance with financial regulations and reporting requirements.
- Implementation of systems approved by management.

**Administration**
- Provide administrative support to the team, including tasks such as scheduling meetings, managing calendars, coordinating travel arrangements, and preparing documents or presentations.
- Maintain project files, records, and databases, ensuring accuracy and confidentiality. Organize and archive project documents, meeting minutes, and reports for easy retrieval.
- Manage the day-to-day running of the office including internet, mobile phones, computers, stationery, purchasing etc.
- Maintain a filing system for the office and manage incoming and outgoing correspondence.
- Support the ED and Board of Directors with the renewal of annual insurances, rental and lease agreements.
- Ensure that all donor and OSI requirements related to risk management and compliance are communicated to all staff including training and documentation of performance.
- Maintain adequate insurance to protect assets, safeguard operations, and minimize potential liability.
- Assist in coordinating resources, such as personnel, equipment, and supplies. Collaborate with internal departments and external vendors to ensure availability and timely delivery of required resources.

**Requirements**:
**Experience** **Required** (education/work)**:

- Degree in Finance, Business Administration, Accounting.
- Experience in Operation Management or Logistics preferred but not required; relevant experience will be considered.
- Minimum 4 years work experience in office setting.
- Fluent English. Spanish is a Plus.
- International program/project experience desired.
- Work experience on NPO is a plus.

**Competencies**:

- Problem solving skills.
- Time management skills and able to meet strict deadlines.
- Ability to remain flexible.
- Ability to work across different cultures and across diverse teams of employees and volunteers.
- Detail-oriented and well-organized; able to prioritize multiple tasks.
- Self-directed & highly motivated, capable of working independently and with team members, with minimum supervision during work day.
- Proficiency with Microsoft Office and ability to successfully operate computerized inventory system.