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The Head of Administration and Finance is responsible for coordinating accounting, budgeting, finance and other key administrative functions between all of the Group Companies, as well as coordinating key documents with external auditors and the Company Secretary.
The Head of Administration and Finance must develop and maintain accounting principles, practices and procedures to ensure accurate and timely financial statements as well as set organization standards and procedures to ensure payments are properly authorized across the organization and will be responsible for ensuring accounting and budgetary accountability across the group.
This position addresses tight deadlines and a multitude of accounting activities including general ledger preparation, financial reporting, year end audit preparation and the support of budget and forecast activities.
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Policy & Procedure
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1. Create, update, and implement organizational wide policies and procedures related to payments, accounts receivables, and purchasing to ensure compliance with company budgets and financial best practices.
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2. Create, update, and implement forms to standardize financial processes and requests.
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3. Coordinate with all relevant stakeholders about relevant financial policies and procedures.
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4. Aid in every capacity possible to enforce set policy and procedures.
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Bookkeeping
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1. Responsible for entering & reconciling all bookkeeping for Company Group Ltd and subsidiaries.
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2. Act as document control supervisor for all Company Group Ltd Documents, ensuring contracts are filed and accessible as needed by senior management.
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3. Responsible for entering & reconciling all bookkeeping for Company’s Software Ltd (HK)
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4. Act as document control supervisor for all Company’s Software Ltd Documents, ensuring contracts are filed and accessible as needed by senior management.
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5. Acting as direct supervisor to any subsidiary accounting staff and ensuring bookkeeping is up to date and accurate for all subsidiary entities.
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Auditing
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1. Ensure that all of the Group Ltd transactions have correct supporting documents according to financial control procedures.
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2. Ensure that all of the Company Software Limited HK transactions have correct supporting documents according to financial control procedures.
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3. Conduct regular reviews of subsidiary documents, filing systems, and bookkeeping to ensure compliance with Group standards.
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4. Investigate irregularities where present throughout the organization (includes all subsidiaries and affiliates).
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Coordination
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1. Coordinate all regional filings through a single company secretary and maintain digital backups of important documents on cloud.
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2. Host and attend meetings together with senior management regarding accounting issues and improvements as required.
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3. Manage direct reports to accomplish team objectives.
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4. Conduct interviews and approve hiring and disciplinary actions regarding direct reports.
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Legal
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1. Prepare documentation required by external organizations regarding financial activities and report to executive team
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2. Ensure all accounting documentation is ready for external auditing and would pass scrutiny of external auditing at any given time and take immediate and urgent steps to rectify and breakdowns present.
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Purchasing
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1. Submit payments to the company treasurer for execution in E-Banking system together with supporting documents.
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2. Aid in the creation of supporting documents contracts / etc., necessary to approve payments.
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Reports
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1. Maintain up to date consolidated group budget.
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2. Create financial forecasts and models as requested by the company.
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3. Irregularity reports about specific instances investigated for senior management.
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4. Prepare Monthly Cash flow report.
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5. Prepare Monthly Financial statements.
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6. Semi-Annual Audit Report (Same as external auditor).
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7. Semi-Annual Fixed asset report/reconciliation.
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8. Any other reports requested by senior management. (Planning, strategy, optimization, etc.).
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Payroll
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1. Prepare payroll documents and forms for Gemcloud Group companies as may be required.
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Other
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1. Other duties as assigned by the company.
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