Administrative Officer at Johanniter International

Technical Responsibilities

Finance

• Manage the regional cash and bank books.
• Record daily transactions in Cash & Bank books; ensure booking texts comply with financial guidelines and L codes are completed.
• Ensure safe security and perform weekly reconciliations with Regional Finance Coordinator.
• Process payment requests, prepare vouchers, and submit for approval with complete documentation.
• Support monthly closing, bank and cashbook reconciliations; manage cash advances and follow up on expenditures.
• Ensure purchasing procedures are followed; verify RFPs, PAs, NCPs, and payment vouchers are properly authorized.
• Perform scanning and coding of finance vouchers to support month-end closing and ensured accurate documentation on the 4JUH platform.
• File all invoices and financial documents; maintain an organized and up-to-date filing system.

Human Resources

• Inducts new regional staff on admin related procedures and processes
• Disseminates and create awareness of staff guidelines to new regional staff
• Manage all immigration processes for international staff including but not limited to processing of special passes and work permits for international staff in the region
• Coordinate planning of annual leave for national staff of regional office
• Prepare and consolidate the expats payroll for processing of local taxes and other statutory contributions
• Prepare payroll schedules and handover the approved payroll to country office for consolidation of payment of taxes and other contributions

Office management

• Supports regional staff in administrative duties
• Coordinate and process visas for regional office staff and staff traveling to other countries, ensuring timely submission of applications and compliance with immigration requirements
• Supports the procurement and maintain a regularly updated databases on Johanniter shared office services (including TI, electricity, water etc…)
• Confirms that all shared administrative expenses (utilities, telephone, internet etc.) are done through the respective procurement policies and set of required paperwork
• Manages regional office supplies and keep stock record updated.
• Keeps and update tracking sheet for all running contracts for regional office
• Prepares meeting minutes, meeting notes and internal support materials
• Supports with small office and programmatic purchases
• Establishes and maintain a manual and electronic filing/record keeping system for easy storage and retrieval of documents
• Contribute to a motivated, effective and organized working environment
• Support with office and office equipment maintenance

Travels and events

• Scheduling and coordinating appointments and meetings for staff and those for stakeholders
• Organise team travels to the field
• Organise external as well as in-house events
• Support with local, regional and international travel arrangements

Representation, liaison and coordination

• Develops and maintain a good working relationship with stake holders, Government officials, vendors
• Coordinates with other departments ensuring team work to meet set targets
• Performs any other related task assigned by the supervisor or management.

Person Specification

Professional /Qualification

• Bachelor’s Degree in Business administration, Management or any other related field

Experience

• At least 3+ years of work experience in a similar position in Humanitarian Organisation
• CPA level 1 is an added advantage.
• Knowledge of humanitarian principles, core humanitarian standards

Applications for this position MUST include the following:

• A concise and up to date CV.
• A cover letter explaining how you meet the criteria for this position as stated above (no more than 1 page).
• Reference contacts (phone numbers and email addresses) of three referees. Please state their working relationship to you, the position you held at the time and the dates you worked together.
• Certificates of service from previous Employments.
• Applications which do not include all of the above will not be considered.