Administrative Assistant 70 views

1. TechnoServe Background:

TechnoServe works with enterprising people in the developing world to build competitive farms, businesses and industries. We are a nonprofit organization that develops business solutions to poverty by linking people to information, capital and markets. Our work is rooted in the idea that given the opportunity, hardworking men and women in even the poorest places can generate income, jobs and wealth for their families and communities. With more than four decades of proven results, we believe in the power of private enterprise to transform lives.

2. Position Description:

• To assist in the provision of quality, efficient and proactive administrative support to the area office staff
• To look after the functioning of office equipment, ensure their maintenance, and maintain registers.
• To facilitate events and administer payments.

3.Duties and Responsibilities

• Maintain and operate quality and efficient communication services through handling incoming and outgoing communications.
• Receive guests and visitors and facilitate their visit as per schedule provided.
• Provide support in photocopying, duplicating and binding training materials and other correspondence and documents as instructed, and maintain a register for all items photocopied/duplicated.
• Supervise the proper functioning of each office rooms, and the sanitation of office toilets in collaboration with the office cleaners.
• Ensure equipment like phones, generator, and photocopy machine, etc are maintained and regularly serviced.
• Assist the office recruitment process i.e. scheduling and arranging facilities.
• Update the weekly area drivers and cleaner time sheet and collect the contract staff invoice and timely send for payment.
• Settle monthly payments of utility bills (electricity, water and telephone) of the area office and purchase of refreshment & cleaning materials of the area office.
• Assist in hotel booking and reservations for meeting rooms, internal and external; check payment of these services.
• Facilitate logistics support with transport office to guests, visitors and travelling staff.

4. Store Keeping

• Receive items as per purchase order or dispatch note, inspect their condition and Note items that are missing or in bad condition and communicate to the Finance and Admin Officer.
• Issue all items from the store or receive items to the store after checking their proper authorization.
• Update bin cards and stock cards and work out the balance after each receipt and dispatch/ issuance of items
• Register all fixed items in asset register book, update the register after every issuance, disposal, transfer or receipts of all fixed assets.
• Update the personal ledger at every change in the balance and confirm change made with the concerned staff.

• Assist in clearance process when employment of staff terminates by ensuring all materials under the custody of the exiting staff is returned.

5. Cashiering and Related Functions

• Assist in the facilitation of training activities as required.
• Handling petty cash budget available for field office and effect payment after reviewing the necessary document.
• Administer payments, and collections, if any and make timely settlements.
• Reviewing and Insert the area drivers expense and advance in a data base system for reimbursement and to request new advance after getting approval on hard copy report.
• Perform other related duties as required.

Required Skills and Experience

• Diploma in Accounting, Business Management or related fields
• Three years’ work experience.