Overview
The role of Administrative Assistant involves supporting office functions and management, ensuring smooth workflow and information circulation by setting priorities and organizing daily tasks. This function requires a thorough understanding and interpretation of office policies, procedures, and practices.
Key Responsibilities
- Maintain financial records and control office systems; manage petty cash; reconcile expenses, balances, payments, statements, and other data for daily transactions and reports; monitor assigned project and programme accounts.
- Collect, enter, select, and analyze data from various sources; verify data accuracy; perform necessary calculations.
- Verify fund availability for all programmes; ensure operational disbursements align with approved budgets and that all organizational commitments are complete and consistent.
- Prepare administrative and financial correspondence; draft correspondence to verify data, respond to inquiries, and obtain additional information on financial transactions and issues.
- Maintain detailed records of budget forecasts, obligations, and available balances; participate in budget proposal consolidation; prepare financial data for budget forecasting and financial planning.
- Produce reports on the budgetary status of office accounts and, as needed, project accounts; report any deviations from budgets.
- Maintain local inventory records and ensure assets are properly recorded, maintained, and protected.
- Maintain a filing system for administrative and financial documents.
- Monitor the receipt of government contributions and the transfer of ownership of organizational equipment.
- Liaise with local banks and financial institutions for financial and regulatory information (exchange and interest rates, regulations, procedures, bank account monitoring).
- Support the streamlining of procedures and practices and the introduction of new IT solutions in the office.
- Assist with personnel and equipment administration tasks.
- Perform other related duties as required.
Required Experience
No experience required
Qualifications
Secondary education
