The administrative Assistant will drive the financial and administration processes to conduct the office administration and to generate reliable, transparent & timely financial and administrative information needed by the Association (EHEPA) to manage its resources and the funds entrusted to it by its donors & partners, thereby generating ongoing confidence. The administrative assistant will also support ensuring efficient operation of the office
Key Role and Responsibility:
Under the supervision of the Finance manager. The Administrative Assistant responsibilities will be as follows:
· Assist the head of the field office, in administration and finance matters to ensure an effective management of the financial resources according to the EHEPA procedures.
· Ensure the compliance of administration, finance and policies and procedures
· Ensure payables are managed smoothly and efficiently in accordance with EHEPA procedures and with accuracy and completeness. Ensures that all payments are done in a timely manner,
· Ensure that transactions are processed daily in the system and that they are accurate and complete.
Administration management
· Responsible for Human resource management
· Responsible for fixed assets management.
· Take responsibility for the maintenance of all office equipment.
· Arrange training material and organize workshops.
· Prepare payment request according to internal procedures of the Association.
· Coordinate and organize field staff travel and EHEPA staff travel in the field.
· Responsible for correspondences, preparation of contracts and sending invitations.
· Handle incoming and outgoing mail, including sorting, distributing, and organizing.
· maintain office supplies, ensuring availability and proper inventory management.
· Assist in the preparation and coordination of office events.
· Perform general clerical duties, such as photocopying, scanning, and filing.
· Collaborate with other administrative staff to ensure smooth office operations
· Manage and maintain schedules, appointments, and travel arrangements.
· Coordinate and schedule meetings, conferences, and events.
· Prepare meeting agendas, take minutes, and distribute them to relevant parties.
· Assist in the preparation of reports, presentations, and correspondence.
· Maintain and update office records and databases.
Program audits
· Provide support role in audits (internal and external) including preparation of documents internal, external and donor audits) with finance manager.
· Liaise with internal and external auditors on audit related issues.
· Facilitate auditors in performing on-site visits.
· Assist in providing management responses to audit reports and timely implements the recommendations with finance manager.
· Review field budget activities to ensure cost efficiency.
· Ensure all transactions are processed and ready in time for month end and quarter end close as per agreed timetable with finance manager,
· Review payment vouchers, bank & petty cash control sheets,
· Verify travel expense reports.
· Ensure all procurements comply with competitive 3 quotes bidding.
· Issue, track and reconcile approved travel advances to field office staff; review advance reconciliation and claims for completeness and accuracy.
· Manage filing/archiving of all documents and admin files (including invoices, payment vouchers, and expense reports.
Qualification:
· BA Degree in Accounting & Finance, Human resource management, Business Administration, and social science related fields from recognized higher education institution
· Minimum of 2-year experience in the area of human resource development and finance.
· Advanced skill of the Microsoft office
· Excellent English written and verbal communication skills
· Excellent organizational and time management skills with the ability to multitask and to work well under pressure as well as prioritize tasks effectively.
Strong interpersonal and communication skills, with the ability to work collaboratively in a team environment.
. Attention to detail, accuracy, and commitment
. Ability to work independently and as part of a team
. Availability to travel to regions
Personality:
Supportive and ethical
Pleasant and polite attitude always
Ability to act as part of a multi-cultural and multi-disciplinary team
Excellent communicator at all levels
Able to work with minimal supervision and ability to withstand pressure
Salary: Negotiable
