Administrative Assistant

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Description

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• Assist in the preparation of documents/reports;
• Compile, verify and maintain records of transactions and Office activities;
• Classify and code material relating to a number of subject areas and maintains general office files;
• Search Office files and records relating to a variety of topics for information and reference from automated systems;
• Select information and record in correspondence, technical papers, project/ programme plans and general reference documents;
• Draft routine correspondence, cables, memorandums and reports on the basis of oral instructions, previous correspondence or other available information sources in accordance with standard office procedures.

• Process payments; check that documents are complete, correct and compliant with the rules, regulations and procedures;
• Provide information, explanations and guidance on basic rules and procedures;
• Ensure that the accounting records (disbursement and receipts documents) and corresponding justifications  are complete and properly filed;
• Act as bank focal point; carry on the reconciliation and follow up on bank documents;
• Ensure that monthly bank statements of accounts of the Office are received on time for the monthly closing of accounts;
• Make disbursements from petty cash; ensure that all necessary receipts are provided and keep updating the register of petty cash.

• Register actions/data; do non-complex corrections in systems. 
• Verify transactions and check data/figures; identify and correct errors/anomalies and assist to input corrective action in FABS, SISTER etc.
• Assist in preparation of budget, check completeness, accuracy and compliance of documentation;
• Assist in the production of a variety of financial reports and statistics related to regular and extra budgetary funds;
• Extract data and information from the automated financial and programmatic systems (FABS; SISTER etc.) and prepare standard reports.

• Assist and provide guidance in preparation of travel plans, review travel claims, prepare travel orders; issue travel advances. 
• Follow up air tickets purchase and payments, prepare travel authorizations and assemble information pertinent to the purpose of travel; track security certificates; make travel and hotel reservations.   
• Undertake any other tasks as assigned by the Head of Office and/or the supervisor.

• Secondary, technical, or vocational school in Finance, Accounting, Auditing or Business/Public Administration.

• Minimum three (3) years of relevant experience in financial related functions.

• Proven knowledge of Financial Auditing.
• Proven knowledge of internationally recognized finance standards and understanding of financial techniques and practices.
• Excellent organisational and prioritisation skills: ability to manage sub-contracted implementing partners, organise multiple and simultaneous tasks and deliver results within a specified timetable.
• Sound understanding of results-based management and monitoring and evaluation principles.
• Proven interpersonal, collaboration and teamwork skills. 
• Demonstrated ability to work efficiently under pressure within a multicultural environment and as part of a team.
• Demonstrated proficiency in basic office software tools (MS Office suite) and use of relevant IT solutions.
• Ability to work independently with minimal supervision.

• Native Arabic speaker – oral, written, comprehension
• Fluent in English – oral, written, comprehension

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