Administrative Assistant at Gamos

Key Duties and Responsibilities

• Maintain an efficient record and filing system for contracts, project activities, correspondence, and other key documents to ensure easy retrieval and compliance.
• Daily posting of supplier invoices, receipts, and journal entries.
• Assisting with tax submissions (VAT, NSSF, NITA, PAYE)
• Assisting in the preparation of monthly, quarterly and annual financial reports and cash flow statements.
• Maintain the highest level of confidentiality in handling sensitive information, documents, and communications at all times.
• Provide administrative support in the preparation, formatting, and processing of contracts, reports, and other official documentation.
• Support the proposal development process by preparing and coordinating administrative sections of proposals and ensuring all donor and application requirements are fully met.
• Coordinate conference, workshop, and field activity logistics, including:
• Preparing draft budgets
• Organising logistics including travel and accommodation for different projects
• Sending invitations and preparing workshop materials
• Processing per diems and reimbursements
• Ensuring compliance with procurement and financial policies
• Maintain and monitor grant reporting schedules, following up with project teams to ensure timely submission of reports and deliverables.
• Track and follow up on timesheet submissions to ensure accuracy, completeness, and alignment with approved project budgets and donor requirements.
• Support project monitoring by reviewing burn rates in the management accounting system and tracking project deadlines in coordination with the Programme Coordinator to ensure timely implementation.
• Provide administrative support to project teams during field activities as required.
• Prepare, process, and follow up on administrative arrangements related to official staff travel.
• Review requisitions for goods and services to ensure:
• Correct budget lines and objects of expenditure are charged
• Availability of funds prior to processing
• Provide guidance to staff on administrative procedures, processes, and best practices, liaising with central administrative or finance units where necessary.