Job Purpose:

To oversee and execute day-to-day finance, HR, compliance, and logistics operations for all branches. The FALO ensures financial integrity, regulatory compliance, administrative control, and efficient support functions are maintained across the organization.

Key Responsibilities:

1. Financial Administration

• Responsible for full monthly reconciliation of bank accounts and petty cash (including National Office and all branches).

• Ensure timely recording, reconciliation, and submission of all financial records.

• Submit VAT, PAYE, and SSC returns to NamRA and SSC monthly and ensure statutory compliance.

• Oversee and verify daily banking, speed point settlements, and branch sales reports.

• Maintain and update supplier payment records; ensure all outstanding invoices are followed up and settled.

• Prepare accurate monthly reports for submission to the Finance and Operations Manager (FOM).

2. HR & Admin Oversight

• Maintain personnel files, employment contracts, staff leave logs, and other HR records in compliance with labor regulations.

• Coordinate onboarding and staff document processing for new hires.

• Handle staff HR queries and disciplinary issues in consultation with the FOM.

• Liaise with outsourced payroll provider and verify staff changes or submissions monthly.

• Facilitate annual SOP training sessions and maintain training logs.

3. Compliance and Licensing

• Ensure all branch licenses and certificates are valid and renewed, including:

  • Municipal Health Certificates

  • Fitness Certificates

  • NAMAF Registrations

  • Fire Extinguisher servicing and compliance

  • PSEMAS

• Monitor compliance timelines and initiate renewals across all branches well in advance.

• Maintain a centralized compliance calendar with due dates and renewal confirmations.

4. Logistics & Procurement Coordination

• Coordinate stock movement and deliveries between head office and branches.

• Work with suppliers to ensure on-time restocking and cost-effective procurement.

• Track and report on returns, rejections, and product discrepancies with the workshop and front liners.

• Maintain supplier database and update pricing lists periodically.

5. Internal Control & Reporting

• Audit and file daily report packages from branches, ensuring completeness, accuracy, and SOP adherence.

• Verify that all Patient Action Sheets (PAS) are filed, scanned, and backed up weekly.

• Coordinate weekly OPTIMAX backups and troubleshoot minor technical issues in collaboration with IT support.

• Submit weekly performance summaries, including income tracking, outstanding claims, and banking discrepancies to the FOM.

Required Qualifications & Competencies:

• Diploma or Degree in Accounting, Business Administration, or Logistics.

• 3-4 years of experience in a finance or administrative position.

• Proficiency in Pastel Accounting, MS Excel, and OPTIMAX (or similar ERP systems).

• Strong understanding of Namibian tax and compliance regulations.

• Excellent organizational skills and attention to detail.

• Ability to work independently, manage multiple tasks, and meet deadlines.

• Professional integrity and ability to handle sensitive financial and HR information.