Job Description
About Zinc Limited
Zinc Limited is a premier manufacturer of high-quality metal products, specializing in a diverse range of ferrous and non-ferrous metals. The company provides bespoke fabrication and standard component solutions to customers across the construction, automotive, engineering, and industrial sectors.
Built on a foundation of integrity, engineering excellence, precision, durability, and innovation, Zinc Limited is committed to transforming raw materials into reliable products that support the success of its customers.
As the company continues to grow, Zinc Limited is seeking a highly organized, detail-oriented, and commercially aware Finance and Administration Officer to support the company's financial management and day-to-day administrative operations.
Job Summary
The Finance and Administration Officer will be responsible for supporting the financial, accounting, administrative, and operational functions of Zinc Limited.
The successful candidate will assist with financial transactions, accounts payable and receivable, reconciliations, budgeting, financial reporting, payroll administration, procurement documentation, records management, office administration, and internal controls.
The role will work closely with management and departments including production, procurement, sales, stores, maintenance, human resources, and logistics to ensure that financial and administrative processes are accurate, efficient, properly documented, and compliant with company policies.
Key Responsibilities
1. Financial Transactions and Accounting
Record and process day-to-day financial transactions accurately.
Maintain accounting records and supporting documentation.
Process invoices, receipts, payment vouchers, and other financial documents.
Assist with maintaining the general ledger and subsidiary ledgers.
Ensure transactions are correctly coded and allocated to the appropriate accounts and cost centres.
Assist with month-end and year-end accounting procedures.
Maintain accurate and up-to-date financial records.
Ensure financial documentation is properly filed and easily accessible.
2. Accounts Payable
Receive, verify, and process supplier invoices.
Match invoices against purchase orders and delivery documentation.
Investigate discrepancies between invoices, purchase orders, and goods received.
Prepare payment schedules for approval.
Maintain accurate supplier account records.
Reconcile supplier statements.
Follow up on outstanding supplier documentation.
Ensure supplier payments are processed in accordance with approved procedures and payment terms.
3. Accounts Receivable
Prepare and issue customer invoices.
Maintain accurate customer account records.
Allocate customer payments to the appropriate accounts.
Reconcile customer statements and accounts.
Monitor outstanding customer balances.
Follow up on overdue accounts in coordination with management.
Prepare receivables ageing reports.
Assist with resolving customer billing and payment queries.
4. Bank and Account Reconciliations
Perform regular bank reconciliations.
Investigate and resolve discrepancies between accounting records and bank statements.
Reconcile cash, supplier, customer, and other relevant accounts.
Maintain appropriate supporting documentation for reconciliations.
Report unusual or unexplained transactions to the Finance Manager.
Assist with cash-flow monitoring and reporting.
5. Budgeting and Financial Reporting
Assist in preparing departmental and company budgets.
Monitor expenditure against approved budgets.
Prepare regular financial and administrative reports.
Assist with monthly management accounts and financial reporting.
Analyze expenditure and identify significant variances.
Provide relevant financial information to management when required.
Assist with forecasting and cash-flow planning.
Support cost-control initiatives across the organization.
6. Payroll Administration
Assist with the preparation and processing of monthly payroll.
Maintain accurate employee payroll records.
Verify timesheets, overtime, allowances, deductions, and other payroll information.
Coordinate with Human Resources regarding employee changes affecting payroll.
Ensure payroll information is treated as confidential.
Assist with statutory payroll-related submissions and documentation where applicable.
Resolve payroll queries in coordination with the relevant departments.
7. Procurement and Purchasing Administration
Support the procurement process by maintaining appropriate financial and administrative records.
Verify purchase requisitions, purchase orders, invoices, and supporting documentation.
Assist with supplier account reconciliation.
Monitor procurement expenditure against approved budgets.
Work with the Procurement Officer to resolve invoice and payment discrepancies.
Maintain records of supplier contracts, quotations, purchase orders, and payment documentation.
Assist management in analyzing procurement expenditure.
8. Inventory and Cost Administration
Assist with financial monitoring of raw materials, finished goods, and consumables.
Work with Stores and Procurement teams to maintain accurate inventory records.
Assist with stock reconciliation and stock-take exercises.
Monitor inventory-related expenditure.
Assist with tracking manufacturing costs where required.
Support analysis of material costs, wastage, and production-related expenses.
Investigate significant inventory discrepancies with relevant departments.
9. Cash and Petty Cash Management
Maintain accurate petty cash records.
Process authorized petty cash transactions.
Reconcile petty cash balances regularly.
Ensure supporting receipts and documentation are maintained.
Assist with monitoring daily cash movements.
Follow company procedures for cash handling and authorization.
10. Administrative Management
Provide general administrative support to the Finance and Administration Department.
Maintain organized physical and electronic filing systems.
Manage financial and administrative correspondence.
Prepare letters, reports, schedules, forms, and other documents.
Maintain office records and administrative registers.
Coordinate meetings and maintain relevant documentation.
Assist with office supplies and administrative procurement.
Support the efficient day-to-day operation of the company's offices.
11. Records and Document Management
Maintain accurate financial and administrative records.
Ensure confidential documents are stored securely.
Maintain appropriate document-control procedures.
Archive records in accordance with company policies and applicable requirements.
Retrieve documents promptly when required for management, audits, or operational purposes.
Assist with digitizing financial and administrative records.
12. Internal Controls and Compliance
Follow Zinc Limited's financial policies, procedures, and authorization controls.
Ensure transactions are properly authorized and supported by documentation.
Assist in identifying weaknesses in financial and administrative processes.
Report suspected irregularities or control breaches to management.
Support internal and external audits.
Prepare requested documentation for auditors.
Assist in implementing recommendations arising from audits.
Maintain confidentiality of financial, employee, supplier, and customer information.
13. Tax and Statutory Administration
Assist the Finance Manager with preparation of information required for statutory submissions.
Maintain supporting documentation for tax and regulatory requirements.
Assist with VAT, payroll-related, and other applicable statutory records.
Monitor relevant filing deadlines and provide reminders to management.
Coordinate with external accountants, auditors, or tax advisers where required.
14. Support to Management
Prepare financial schedules and administrative reports as requested.
Provide accurate information to assist management decision-making.
Assist with financial analysis and cost reviews.
Identify administrative inefficiencies and recommend improvements.
Support management with budgeting, forecasting, and cost-control activities.
Maintain confidentiality when dealing with sensitive company information.
15. Cross-Departmental Coordination
Work closely with Production to monitor production-related costs and expenditure.
Coordinate with Procurement regarding supplier invoices and purchasing expenditure.
Work with Sales regarding customer invoices and outstanding accounts.
Coordinate with Stores regarding inventory records and stock reconciliations.
Liaise with Human Resources regarding payroll and employee records.
Work with management to ensure administrative and financial requirements are met.
16. Process Improvement
Identify opportunities to improve finance and administration processes.
Support the implementation of accounting and administrative systems.
Reduce manual processes and improve record-keeping efficiency.
Assist with automation of routine financial and administrative tasks.
Recommend improvements to internal controls and reporting processes.
Promote accuracy, efficiency, accountability, and professionalism across the organization.
Key Performance Indicators (KPIs)
Performance in this position may be measured against:
Accuracy of financial records
Timeliness of financial processing
Accuracy and timeliness of reconciliations
Supplier invoice processing time
Customer receivables management
Timely preparation of financial reports
Budget adherence
Payroll processing accuracy
Accuracy of inventory and financial records
Compliance with internal controls
Audit findings and resolution of control issues
Quality and organization of administrative records
Required Qualifications
Diploma or Bachelor's degree in Accounting, Finance, Business Administration, Commerce, or a related field.
A professional accounting qualification or progress toward one is an advantage.
Training in accounting software, payroll systems, or financial management will be beneficial.
Required Experience
Minimum of 2–4 years' experience in finance, accounting, administration, or a related position.
Experience in a manufacturing, engineering, construction, mining, automotive, or industrial environment is desirable.
Practical experience with accounts payable, accounts receivable, reconciliations, invoicing, and financial reporting.
Experience using accounting or ERP systems.
Experience supporting audits and maintaining financial documentation is an advantage.
Technical Skills
The successful candidate should have:
Strong accounting and bookkeeping knowledge
Good understanding of financial controls
Bank and account reconciliation skills
Accounts payable and receivable knowledge
Budget monitoring and reporting skills
Payroll administration knowledge
Strong Microsoft Excel skills
Familiarity with accounting and ERP systems
Good document and records management skills
Basic financial analysis capabilities
Knowledge of applicable tax and statutory requirements
Personal Attributes
The ideal candidate should be:
Honest and trustworthy
Highly organized and detail-oriented
Numerically proficient
Confidential and discreet
Reliable and accountable
Proactive and self-motivated
Analytical and logical
A strong communicator
Able to meet deadlines
Able to work under pressure
Comfortable handling multiple priorities
Professional in dealing with customers, suppliers, employees, and management
Committed to accuracy and continuous improvement
Working Environment
The Finance and Administration Officer will primarily work in an office environment and will regularly interact with employees across Zinc Limited's manufacturing and operational departments.
The position may occasionally require visits to production, warehouse, stores, procurement, and other operational areas to verify financial or administrative information.
What Zinc Limited Offers
Zinc Limited offers an opportunity to join a growing manufacturing and engineering organization committed to operational excellence, innovation, quality, and responsible business management.
The successful candidate will play an important role in maintaining accurate financial records, supporting effective administration, strengthening internal controls, and providing financial information that supports the company's continued growth.