Position Title: Admin/Finance Support Officer
Organisation: Fiji Law Society (FLS)
Reporting Line
The Admin/Finance Support Officer reports directly to the Head of Secretariat and works in close coordination with the Fiji Law Society Treasurer, providing financial support and reporting as required.
Contract Type
Fixed-term contract of one (1) year, subject to renewal based on performance and organisational requirements.
Position Summary
The Admin/Finance Support Officer is responsible for the accurate and timely management of the Fiji Law Society’s financial records and transactions. The role supports the financial integrity of the organisation by ensuring compliance with book-keeping standards, statutory obligations, and internal financial controls, under the instruction and supervision of the Head of Secretariat.
The Admin/Finance Support Officer plays a key role in day-to-day financial operations, reporting, and audit support, contributing to the effective governance and sustainability of the Fiji Law Society.
Role
Primary Focus:
- Financial Administration and Compliance
Secondary Focuses:
- Financial Reporting and Budget Monitoring
- Monitoring membership fees, events/CLE finances
- Operational admin & finance support
Key Responsibilities
1. Financial Operations and Record Management
- Process payments for rent, utilities, suppliers, and other approved operational expenses.
- Prepare and process payroll, including salaries and related statutory deductions.
- Maintain accurate financial records, ledgers, and supporting documentation.
- Manage petty cash in accordance with approved policies and procedures.
- Ensure proper filing and secure storage of financial records.
2. Bank Accounts and Reconciliations
- Manage Fiji Law Society bank accounts under authorised signatories.
- Perform regular bank reconciliations and resolve discrepancies promptly.
- Liaise with banks and financial institutions on routine financial matters.
3. Financial Reporting and Budget Support
- Prepare monthly VAT file for review by the Head of Secretariat and Treasurer.
- Assist in the preparation, monitoring, and review of budgets.
- Provide financial Cash analysis and bank reconciliation for review by Treasurer.
4. Member Subscriptions and Revenue Management
- Manage member subscription fees and other receivables.
- Issue invoices and receipts in a timely manner.
- Maintain accurate records of payments and outstanding balances.
5. Audit and Compliance Support
- Assist with internal and external audits and provide requested documentation.
- Ensure compliance with tax and statutory obligations, including:
- FRCS requirements
- PAYE
- FNPF
- VAT (where applicable)
- Support compliance with internal financial policies and controls.
6. Systems and Financial Tools
- Maintain and update financial data using:
- Xero
- SmoothPay
- CiviRM
- Microsoft Excel
- Manual cashbook systems where required
- Ensure data accuracy and consistency across financial systems.
7. Admin Support
· Deliver fire safety induction training to new staff,
· Deliver finance/admin training to support staff covering policies, procedures, and emergency protocols.
· Manage hired event space in the office for CLE/AGM, including bookings, setup, compliance, and hosting.
· Maintain a clean, tidy, and well-maintained office environment through regular cleaning and routine upkeep.
Qualifications and Experience
Essential Qualifications
- Demonstrated proficiency in book-keeping and financial administration, including:
- Processing payments and payroll
- Maintaining accurate financial records
- Bank reconciliations
- Financial reporting
- Compliance with statutory obligations (FRCS, PAYE, FNPF, VAT where applicable)
- Desirable working knowledge of accounting systems and tools, including:
- Xero
- SmoothPay
- CiviRM
- Microsoft Excel
- Manual cashbook systems
Experience
- Two (2) to three (3) years’ relevant finance experience.
- Prior experience in law firms, non-government organisations (NGOs), or regulatory institutions is desirable.
- Demonstrated experience in payroll processing, financial reporting, and compliance.
Key Skills and Competencies
- Strong numerical and analytical skills.
- High level of accuracy and attention to detail.
- Working knowledge of finance, audit standards
- Proficiency in accounting software and or microsoft excel.
- Ability to work under instruction and supervision while managing routine financial tasks independently.
- Strong organisational and time management skills.
- Professional integrity and respect for confidentiality.
- Effective communication and teamwork skills.
Working Relationships
- Internal: Head of Secretariat, Treasurer, President, Secretariat Staff.
- External: Banks, auditors, FRCS, FNPF, service providers, and vendors.
Performance and Accountability
The Finance/Admin Officer’s performance will be assessed based on:
- Accuracy and timeliness of financial records and reports
- Compliance with statutory and internal financial requirements
- Effectiveness in supporting audits and financial reviews
- Adherence to internal controls and procedures