Finance, Facilities & Procurement Assistant

Job Description

<p>Since 2014, Niagara College KSA (NC KSA) has operated technical and vocational training colleges throughout the Kingdom of Saudi Arabia in support of the Vision 2030 initiative and in partnership with the Colleges of Excellence (CoE). Headquartered in Riyadh, Saudi Arabia, NC KSA provides community and customized training based on Niagara College Canada’s expertise and international track records as one of Canada’s most innovative and enterprising applied learning post-secondary institutions.</p><p><br></p><p><strong>Responsibilities include but are not limited to:</strong></p><p><br></p><p><strong>A. Finance:</strong></p><p><br></p><ul><li>Maintain all financial records and receipts and ensure proper filing and completeness</li><li>Secure approvals and follow-up on invoicing and pending documents</li><li>Assist in reconciliation of credit cards, expense reimbursement claims and petty cash accounts</li><li>Assist in preparation, verification and processing of payroll and final settlement payments for NC KSA staff</li><li>Manage assets and consumables by preparing listings, tracking records, and overseeing selling</li><li>Update fixed assets schedule and release monthly depreciation</li><li>Prepare Supplier and Customer Invoices for posting into the accounting system along with verification of calculations</li><li>Administer the Finance, Expenses, Petty Cash and Payroll email accounts</li><li>Communicate with suppliers and resolve discrepancies in statement of accounts</li><li>Assist in the preparation of payment run (accounts payables list)</li><li>Release monthly pre-payments and create monthly accruals</li><li>Prepare the due to or due from parent company working sheet along with reconciliation</li><li>Support other team members in timely closure of a month and preparing month-end reporting</li><li>Assist in the preparation of budgets and cashflow forecasts</li><li>Prepare Revenue Journals and post Revenue Invoices into the accounting system</li><li>Prepare monthly Balance Sheet Reconciliations</li><li>Review and initiate payments in bank</li><li>Assist in the preparation and filing of monthly VAT and WHT return as well as annual income tax return</li><li>Assist in the finalization of annual and interim audits</li><li>Assist with the communication with GAZT &amp; GSTC and provide accurate and consistent information</li><li>Perform other duties as assigned</li></ul><p><br></p><p><strong>B. Facilities:</strong></p><p><br></p><ul><li>Process approved travel requests in an efficient and effective manner and coordinate flights, hotels/housing, and ground transportation as needed</li><li>Oversee the allocations of calls and data SIM cards</li><li>Prepare SADAD trackers</li><li>Oversee the Corporate Office’s Petty Cash and Credit Cards</li><li>Coordinate maintenance and janitorial services for the corporate building and ensure availability of office refreshments and supplies</li><li>Oversee the Office Boy and Driver, including the management of corporate office vehicle and the maintenance of logbook</li><li>Maintain a log for all NC KSA contacts</li><li>Maintain the Staff Asset List for staff clearance purposes</li><li>Oversee courier services</li><li>Comply with safety and corporate’s guidelines</li><li>Perform other duties as assigned</li></ul><p><br></p><p><strong>C. Procurement:</strong></p><p><br></p><ul><li>Source and select qualified suppliers</li><li>Manage RFQ/RFP/RFI, including negotiating best possible price, payment terms, and delivery schedules</li><li>Purchase order entry in line with NC KSA’s rules and regulations</li><li>Manage supplier relationship, including ongoing negotiation of payment terms, on-time delivery of orders and other transactions</li><li>Measure and manage supplier performance (price, delivery, and quality)</li><li>Identify supplier risks</li><li>Develop and lead new supply sources (advanced sourcing, dual sourcing) while supporting daily responsibilities</li><li>Assist with securing medical and commercial insurances from the approved insurance companies</li><li>Establish accounts and terms</li><li>Process work orders requirements</li><li>Oversee coordination with facility management, janitorial services, fire systems, elevators, and other third-party services for all campus operations</li><li>Manage third-party contracts</li><li>Assist with the preparations and handovers of NC KSA campuses</li><li>Coordinate the security plan of the building</li><li>Perform other duties as assigned Skills</li></ul><p><br></p><p><strong>Required qualifications, at a minimum, include:</strong></p><p><br></p><ul><li>A diploma in Accounting, or related field; a bachelor’s degree in Accounting is preferred</li><li>Minimum two (2) years’ relevant experience</li><li>Strong verbal and written communication skills in English and Arabic</li><li>Ability to be accurate, responsive, follow-through, multi-task and pay close attention to details is essential</li><li>Ability to organize workload efficiently and must take ownership for the assigned tasks</li><li>Flexible and adaptable to changing priorities</li><li>Strong organizational, prioritizing, and follow-up skills as well as the ability to work well and make decisions under pressure and tight deadlines</li><li>Ability to meet tight timelines, solve problems effectively, and perform job duties accurately with minimal supervision</li><li>Ability to work in an extremely fast-paced environment</li><li>Strong inter-personal and support skills</li><li>Advanced knowledge and skills handling spreadsheets, databases, and work processing, specifically with Microsoft Word, Excel and Access</li><li>Experience working within a diverse environment with staff from various nationalities and cultures</li></ul><li><br></li>