Administrative Assistant at FHI360 NGO

REPORTS TO: Associate Director, Enterprise Services

BASIC FUNCTION:

The Temporary Administrative Assistant is responsible for providing efficient and effective administrative and technical support for FHI360 offices in its functional areas including timely tax exemption applications (DAI forms) support in management of inventory stores, services contracts, leases office, fleet, administration files and efficient resource utilization.

TASKS AND RESPONSIBILITIES:

• Request for invoices and pro-forma invoices and ensure vendors submit them on time for tax exemption application.
• Type and submit DAI forms from all projects and partners for review and submission within 30 days
• Generate timely DAI forms reports as required from projects and sub-recipients
• Ensuring DAI forms /invoices from field offices and sub-recipients have dates within the threshold required and not time barred on receipt.
• Extract time barred DAI forms and notify Partners and sub-recipients for action.
• Receive sub-recipient’s invoices for tax exemption and acknowledgement receipt in writing
• Maintain a log of sub-recipients invoices for DAI forms and consolidate DAI forms for review and approval.
• Request partners and field offices for missing supporting documents for DAI forms.
• Preparing cover letters and tracking worksheets for Tax exemption applications.
• Issue blank DAI forms to projects & sub-recipients, maintain log and report for replenishment
• Scanning and copying DAI forms from all projects and partners prior to submission to the mission.
• Filing copies of approved DAI forms with vendor communication documented for refunds as per Donor rules and regulations
• Track submission dates and return dates of approved DAI forms from the mission
• Filing and regularly updates system log of all lease documents.
• Update lease files with labels and storage systematically to ease access
• Arrange resource store, maintain order and extract obsolete documents for approval to dispose.
• Print terrorism and debarment searches and attach to service contracts and leases invoices for approval
• Update terrorism searches and debarment searches quarterly for all service contracts and leases
• Track and maintain a log of service contracts and expiry dates
• Report on any terrorism and debarments searches with queries and not cleared in the system.
• Sort approved DAI forms from mission by original, duplicate invoices and supporting documents.
• Log all approved forms and distribute to respective field based projects and sub-recipients
• Record service contract and lease invoices for approval for Finance receipt and payments
• Regularly update vehicle maintenance service and repairs report log with mileage
• Update Total card incidents and new applications thresholds report for fleet.
• Regularly update a log of fleet incidents and accidents for insurance claims status
• Extract service contracts, utilities bill and lease remittance advices and send to service providers via email on a timely basis.
• Assist in reconciling stationery and consumables usage report for approval and replenishment
• Assist in inventory listing, verification process and stores management processes
• Assist in maintaining and establish effective record keeping systems for documents in Administration both manually and electronic.
• Effectively and efficiently track approved administrative documents through proper identification.
• Coordinate with Senior Administrative Officer on a regular update of reports for management

MENTAL AND PHYSICAL REQUIREMENTS: KNOWLEDGE, SKILLS AND ABILITIES

• Excellent interpersonal skills with ability to communicate effectively with all levels of staff, vendors and the public.
• Working knowledge of USAID rules and regulation on and organization administrative services practices.
• At least three years’ relevant experience in executive secretarial role or Office management within a busy organization
• Excellent planning and organizational skills.
• Ability to supervise staff.
• Tact and diplomacy in dealing with staff and the general public and ability to maintain effective working relationships with all levels of staff and public.
• Ability to work under pressure
• Must be computer literate.

MINIMUM RECRUITMENT STANDARDS:

A Higher National Diploma in Business Administration or related field with at least 1-3 years’ experience in a similar position with progressive experience in an executive secretarial role or administration, procurement and office management.

This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.