Administration Assistant

- Assists project team in preparing and maintaining project related documentation, where applicable
- Sets up and coordinates meetings and workshops as required.
- Maintains vacation and sick time records of staff and communicates it to the HR Officer or HR Focal Person, where applicable.
- Maintains an electronic and hard copy filing system.
- Responds to employees’ inquiries.
- Maintains a contact list of government emergency numbers and important persons in the organization to be contacted in case of emergency.
- Ensures regular submission of procurement activity reports and logistics and asset reports to manage
- Compiles financial reports and assists the Project Officer in preparing the Daily Expense Log where applicable.
- Ensures that entries are up to date in logbook of vehicles, and that all drivers keep vehicle documentation in their assigned vehicle.
- Ensures that office services are managed in a cost efficient way.
- Manages office petty cash and prepares small cash payments.
- Delivers and collects banking correspondence, where applicable.
Job Responsibility #2: Asset Management (45% of Time):
- Manages and maintains the field office’s assets, as well as all expendable and non-expendable items, and maintains an updated record of all inventories and official documents including office lease agreements and vehicle rental agreements.
- Ensures that inventory numbers is placed on every non-expendable item.
- Stores and keeps track of IT equipment.
- Ensures equipment is stored safely and securely according to item classifications.
- Keeps track of purchase orders, bills, and goods received notes, invoices, memos, and vehicle logbooks.