Under the overall supervision of the Long Term Expert, the Project Admin Assistant will perform the following tasks;
- Type, process and file correspondence, reports and other materials.
- Develop and maintain effective filing, archiving and record keeping systems, both paper and electronic.
- Pro-actively manage the Organization emails, in-tray and diary of the LTE and ensure appropriate priority is given and action is taken in response.
- Handling of confidential information and sensitive issues reliably.
- Make suitable and efficient travel arrangements for field staff, board members and any visitor and undertake all associated administration. Management of local travel schedules and project vehicles.
- Support and host visitors from the region and elsewhere – arranging inductions and other programmes for them ensuring high level of care.
- Data entry using software such as Excel and Access.
- Organization and preparation of meetings and take minutes/report on such meetings.
- Obtain and maintain a thorough understanding of the financial reporting and general ledger structure.
- Ensure efficient, timely and accurate recording and payment of accounts payable.
- Thorough audit of all transactions at point of entry ensuring appropriate purchase order matching, credit terms and adherence to appropriate authorization and budget confirmation and clearance.
- Process all bank payments and receipts ensuring all cash inflows and outflows are properly recorded and bank accounts are reconciled at the end of each month.
- Process monthly recurring journals and end month journals and ensure all expenses for the month are posted.
- Ensure complete documentations and audit trails for each transaction is maintained, filled and easily retrieved.
- Ensure financial statements are accurate and that they reflect the position of the organization and documentation is complete and ready for audit.
- Support budget and forecasting activities.
- Collaborate with respective donor agency in accounting and financial reporting as outlined in a duly signed agreement.
- Collaborate with other departments to support overall department goals and objectives.
- Respond to enquiries from the Team Leader regarding financial and special reporting requests.
- Assist in development and implement of new procedures and features to enhance the workflow of the department.
- Ensure all financial reporting deadlines are met with accurate and timely reporting of financial Administer and organise capacity building activities
- Design a simple training course for community organisations on subsidy fund management
- Provide simple financial training to community organisations managing subsidy accounts
- Support the consultant in preparing tenders and the purchase of equipment as and when required information on monthly, quarterly and annual basis.
- Perform any other assignment given by the Team Leader. Education Qualifications
Degree in a Business Related field and must have CPAK
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