Administrative Assistant

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Description

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• Act as certifying officer up to the authorized level delegated by the CFO.
• Draft and prepare routine correspondence, memoranda, and non-substantive reports.
• Maintain confidential and general files and establish reference systems.
• Assist in the preparation of budgetary and financial reports, statistics, or projections for manager’s use.
• Review draft reports, verify overall accuracy and consistency, cross-check consistency of figures.
• May assist in overseeing activities related to office maintenance, security, transport, and similar services.
• Provide guidance and interpretation on non-complex administrative rules, regulations, and procedures.

• Assist and inform the supervisor on the financial status using management information systems and reporting.
• Code, record, and reconcile accounting transactions.
• Verify and process payments.
• Maintain specific accounts, calculate and compile financial data, and prepare routine reports.
• Generate expenditure reports from the automated systems.
• Provide assistance and guidance to staff on basic financial procedures, payment requirements, banking and currency provisions.

• Monitor and control commitments and expenditures.
• Prepare detailed cost estimates and other data for budget analysis and proposals.
• Keep track of budget levels and alert the supervisor and concerned managers to avoid potential shortfalls in funds (validating information and identifying any errors or irregularities).
• Generate expenditure reports from automated information system databases; compile budget data.
• Assist in preparing, estimating, and finalizing budget reports; carry out a preliminary analysis of variances between budgets and actual expenditures; cross-check consistency of figures.
• Review overall accuracy and consistency of draft reports; cross-check consistency of figures.
• Identify any other anomalies, alert the supervisor, and undertake transactions to correct errors/omissions.

• Assist in HR administrative matters.
• Draft correspondence and other documents for personnel actions, follow up on HR actions and maintain and track the status of the vacancy notices.
• Assist in the recruitment, coordinating interview schedules, written and technical assessments, competency-based interview processes, reference checks, and other pre-onboarding procedures.
• Provide support for onboarding new personnel, drafting induction packages, and ensuring that mandatory training and orientation schedules are completed on time.
• Respond to staff inquiries regarding their conditions of service and other HR-related issues.
• Assist in issuing contracts, extensions, amendments, or terminations.
• Retrieve and analyze HR-related data from automated systems; alert the supervisor of inconsistencies/ errors and propose corrective action.
• Assist in processing salaries, entitlements, claims, non-staff contracts, etc., per established guidelines and procedures.
• Provide support in the overall filing system of HR files.

• Procurement: Assist in the research and retrieve information on supply sources and vendors by commodity and obtain specifications on the market.
• Assist in the review of contractual documents (TOR, budget, contract nature, and type).
• Assist in resolving resolve issues/ problems related to delivered goods.
• Prepare requisitions for supplies and equipment; ensure that payments are processed and provide information to the assigned Sector on invoicing and payment issues.

• Completed secondary, technical and/or vocational education.

• A minimum of three (3) years of relevant work experience in finance, administration, or related area.

• Good interpersonal and communication skills; strong service orientation and ability to deal efficiently with partners at different levels.
• Ability to analyze, interpret financial data, and monitor budgets.
• Good organizational and coordination skills; ability to take initiatives, establish priorities and monitor own work plans.
• Ability to work as part of a team, and provide efficient, quality and timely support and capacity to work efficiently with complex and sensitive situations.
• Sense of integrity and confidentiality.
• Good knowledge of MS Office (Word, Excel, Outlook, PowerPoint) and database packages.

• Excellent knowledge (written and spoken) of English.

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