About the Job

Key purpose of the role: As the Finance & Office Management Coordinator, you are the financial and administrative anchor for the South African office. You are responsible for the accurate collection, verification, and local reconciliation of all financial data before seamlessly handing it over to the Netherlands HQ, where the final bookkeeping takes place. Additionally, as the Office Manager, you take full ownership of the facility, ensuring a well-oiled, pleasant, and professional working environment for the South African team.

Reports to: The Finance & Office Management Coordinator of MAMAS in South Africa is an employee of Kinderfonds MAMAS in the Netherlands. For functional tasks, financial procedures, and reporting, this role reports directly to the Manager Operations & Compliance in the Netherlands. You will liaise with the Managing Director for South Africa regarding HR/Office matters.

Key Responsibilities
Financial Coordination & Preparation

Collecting, verifying, and coding all local expense invoices and receipts to ensure they meet internal and funder compliance standards.

Processing and scanning invoices through the designated software (e.g., Blue10) to ensure smooth digital transfer to the Netherlands for final processing in Exact Online.

Performing local reconciliations of bank statements, petty cash, and corporate credit cards (e.g., Pleo) or travel accounts (e.g., TravelPerk).

Acting as the primary liaison between the South African team and the Dutch finance department, proactively resolving discrepancies, missing receipts, or invoice queries.

Managing CIPC matters for Kinderfonds MAMAS (e.g., Annual Return, Beneficial Owner and Foreign Assurance verification.

HR & Payroll Administration Support

Preparing monthly payroll mutations (e.g., leave, overtime, staff-benefits, specific deductions) and forwarding them securely to the external payroll provider or HR manager.

Managing confidential local personnel files and ensuring correct registrations with relevant local funds or insurance providers.

Maintaining and sending updated staff benefits schedule to external Employee benefits company.

Registering and monitoring sick leave and annual leave hours within the internal HR system.

Staff on-boarding and off-boarding in SA Office

Office Management & Facilities

Taking ultimate responsibility for the representativeness and daily facility management of the South African office.

Maintaining contacts and contracts with local facility suppliers (landlord, cleaning, catering, IT hardware, security).

Organizing internal events (e.g., team building, gatherings) and proactively arranging staff acknowledgments (birthdays, illness, etc.).

Acting as the central point of contact for colleagues regarding all non-primary processes (IT hardware insurance, stationery, office supplies).

Other duties: Taking minutes during specific meetings, maintaining action lists, booking local and international travel,and assisting with major donor events or partner meetings when required.

Requirements
Qualifications & Competencies:

Education: A relevant degree/diploma in Bookkeeping, Accounting or Financial Management or Business Management.

Experience: At least 3 to 5 years of experience in a financial administrative and/or office management role.

Skills: Strong numerical skills and experience with invoice processing software. Highly digitally literate (Excel, SaaS solutions, Google Workspace). Familiarity with Exact Online is a plus (for viewing/understanding purposes).

Integrity & Reliability: You work with highly sensitive financial and personal data; absolute discretion is required.

Organized & Accurate: You have a keen eye for detail, ensuring no receipt goes missing and every reconciliation balances perfectly before sending it to the Netherlands.

Service-Oriented: You effortlessly combine strict financial compliance with a caring, supportive role for the local team.

Please send your resume/CV