Administrative Assistant 68 views

INTERNAL/EXTERNAL VACANCY ANNOUNCEMENT

Administrative Assistant

CARE is an international NGO with local staff and community partners in more than 90 countries. We create local solutions to poverty and inequality and we seek dignity for everyone every day and during times of crisis. These solutions have a broad range, from clean water to access to education; from microfinance to ensuring that everyone has nutritious food; from agriculture and climate change to disaster response. CARE puts women and girls at the center of everything we do because they have proven to be the best hope for creating lasting change in the world. Our staff live where they work, which makes us effective at understanding the challenges they face. We’ve been doing this for over 70 years, since World War II. It started with the world’s first CARE Package® of food for the post-war hungry in Europe. Our work today is as important as ever, we believe that poverty and inequality are historic injustices that we can end within a generation, for good. If you share our core beliefs: poverty is an injustice; poverty is solvable; and together, we have the power to end it, join us.

Date: January 20, 2021

Vacancy No.  009/21

Position: Administrative Assistant

Grade:5A

Salary: USD 453                                                                

No of positions; (One)  

Type of Employment- Definite until February 28, 2021

Hiring Unit/ Program: Pastoralist

Duty base:  Somali regional state, Dollo Ado

Dead Line:  10 days from the date of advertisement

I. JOB SUMMARY

The purpose of the Administrative Assistant position is to compile all relevant program and program support documents and preparation of payment request for the purchase of all goods and services including preparation of travel and procurement plans, and cash forecast every month. Also keep proper filing of financial, procurement and transport documents and prepare/update status reports to the project team at the head office and field based staffs.

The Admin Assistant will be responsible for checking requested forms are processed and filed based staff needs and tracking progress of payment / purchase requests made once submitted to relevant units. S/He will be responsible to assist field based staffs get the support required for the project from the head office program support units including procurement, finance and transport, as necessary.

The Admin Assistant will support the Senior NRM advisor with the organisation and execution of all BORESHA project field level activities, including the handling and payment cash payments to community and or government and or contractor, as may be required.

II RESPONSIBILITIES AND TASKS

Responsibility #1 Payment Request Processing

§  The assistant will be responsible to verify proper documents are attached with payment requests and the right request formats are used, arithmetic accuracies are maintained before submission of requests.

§  Once requests and purchase orders are submitted to responsible units, follow up with the progress and update the information to the requestor based at the field,

§  Properly document all relevant documents and copies of request to be used for follow up and progress reporting (including ensuring the use of EU logos on payment forms / accurate recording of participant names and the clear collect of attendance signature sheets.

§  Report to and work with the Senior NRM Advisor  to manage any challenges encountered in processing the support for project staffs

§  Communicate and work with relevant units to check and review status of requests, trouble shoot for any challenges in the process and ensure delivery of requests on time

§  Receive goods/service receiving note from storekeeper/service receiver. Support the dispatch of goods and services to project sites.

§  Prepare payment request for vendors based on the issued purchase order, invoice and goods/service receiving note for approval by the relevant personnel,

Responsibility #2: Budget and Financial management

• File all financial documents from the field and at the head office level for any reference and tracking of expenses,
• Monitors burn-rates and expenditures against approved budgets using simple excel formats, and advise the Senior NRM Advisor of any issues requiring attention or follow-up.
• Register and regularly monitor the field staff settlement expenditures according to the budgeted line item.
• Ensure the documentation of receipts and other notes are completed and appropriate.

Job Responsibility #2:  Records Management:

§  Keeps records of financial and procurement processes and status.

§  Keep records of field operational expenditures like fuel expenses, office supplies, etc. and  make sure woreda based budget planning is strictly followed with acceptable burn rates

§  Work closely with the Senior NRM  Advisor to track proper financial utilization by each woreda and communicate to woreda coordinators for any deviation form the plan,

§  Keep copies of relevant records including signed time sheets, log sheets for motorbikes and others as relevant through communication with field based staffs

Job Responsibility #3: Logistic and Procurement support 

• Facilitate and support field based staffs to process admin, finance, procurement related issues at the head office level
• Advise and provide technical support to field site staff on procurement related policies
• Facilitate for training or workshop related request in consultation with Senior NRM Advisor and relevant units making sure services are being procured based on organizational policies
• Make sure that every communication for all staffs or Addis based staffs reaches field based staffs as there is no field office supporting this process

Responsibility #5: Performs any other duties as assigned.

• Perform other duties as may be requested

PROBLEM SOLVING (Thinking Environment)

The level of problem solving this position will face is level one. What has to be done and how to do it are clearly defined in the Administration Manual.

IV. QUALIFICATION

A. EDUCATION/TRAINING

Required:  College Diploma in Accounting, Management or related fields.

B. EXPERIENCE:

Required: 2 years’ experience as Admin Assistant, procurement, financial management or related work.

C.TECHNICAL SKILLS:

§  Good communication skill in written and spoken English;

§  Well organized and ability to act in a professional and ethical manner;

§  Good skills in computer applications; specially in word excel

§  Firm belief in teamwork, gender equality, sensitivity to HIV/AIDS, participatory approach and sustainable development.

 D. COMPETENCIES

Respect, accountability, courage, excellence, integrity, adaptability, communicating , contributing to team success, planning and organizing, proactive problem solving, technical and professional knowledge, firm belief in gender equality.

V. CONTACTS/KEY RELATIONSHIPS

The Administrative Assistant will have working relationship with the CARE Senior NRM Advisor with CARE HQ and DRC FO Procurement Manager, General supplies officer, procurements officers, finance department staff. She/he is also expected to establish and maintain working relations with vendors & service providing organizations.

VI. WORKING CONDITIONS AND LEVEL OF TRAVEL REQUIRED.

The position will be based in the DRC field Office in Dolo Ado, Somali Regional State.