Cashier/Secretary 58 views

Mission

The Secretary/Cashier is working under the supervision of the Finance Manager and is based in Addis Ababa.

The Secretary/Cashier has the responsibility to support and assist the project staffs and managers of the organization with their work. S/he is also an important bridge between the organization, and its donors and stakeholders clients.  And also is responsible for maintaining cash in accurate and efficient manner to safeguard the organization’s main asset.

RESPONSIBILITIES

1.    Ensuring welcoming environment

·     Provide an hospitable environment for guests visiting the office

·     Handle incoming and outgoing telephone calls

2.    Ensure a good information and communication flow

·     Handle mails and emails

·     Maintain hard copy and electronic filing system

·     Make sure they are numbered centrally and copies are filed on time according to filing procedures of the organization

·     Arrange the files in the computer to be easily accessible

·     Keep track of documents and be in charge of the file archive

·     Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, and filing.

·     Compose and type letters upon request and perform word processing tasks

·     Translate letters and brief documents from Amharic to English

·     Update filing procedure of the program regularly

·     Communicate any procedural changes or decisions to the staff to ensure compliance and consistency

·     Post items, update the notice board and information on the office network server regularly

·     Keep up-to-date contact addresses on database including staff information

·     Organize the library (record, file, arrange and update the book & media list). Similarly, keep track of equipment manuals and CDs.

3.    Organizational Duties

·     Arrange meetings and take minutes of meeting

·     Take back up of all the computers in the site on a bi-monthly basis

·     Responsible for sending annual greeting cards and handicraft cards

·     Manage office space and property and keep the office in the best setting in terms of tidiness

·     Liaise with external stakeholders where necessary

4.    Administrative Duties

·     Coordinate travel arrangements, including air tickets and hotel bookings

·     Be responsible of storekeeping the office stationary and do the inventory at the end of each month

·     Assist the logistic officer in making inventory of assets and updating of information on different reporting formats

5.    Ensure proper cash flow management

·     Make payments and collections (cheque or cash) according to the organization’s rules and following the approval from Finance Manager

·     Check that all payments, travel advances, staff claims, journals and purchase/work orders have complete, bona fide, and legitimate supporting documentation and all transactions are properly authorized before payments are done

·     Reject any payments if the necessary documents are not fully fulfilled.

·     Check and analyze the bills and supporting documents: verify the amounts, description, period, name, etc.

·     Prepare payment vouchers in real time especially for transfers.

·     Show clearly withholding tax and medical reimbursement calculations on calculator paper and stick it on the invoice/receipt.

·     Stick and translate accounting documents into English and sign the paid stamp by the cashier and accountant.

·     Manage and follow up activity advances

·     Collect advices, cheque books and bank statement from the bank

·     Maintain the daily books of accounts for all cash/bank transactions in the log books and reconcile

·     Ensure that concerns, uncertainty, problem, pending issues in relation to the assigned work which need further consultation are communicated in real time and solutions are sought

·     Make cash count with program accountant on a weekly basis or with the Finance Manager in case the latter is not available

·     Make sure that enough cash is available in the cash box at all times and the amount in the bank is always sufficient and alert the Finance Manager when the amount is minimal

·     Manage cash movements, supplying the sites (transfers, advances), following the approved forecast, and the amounts in circulation under the control of the Finance Manager

·     Prepare  the formalities required by government bodies (withholding and income tax and pension fund summary tables, purchase reports, etc.) at the time of payroll payment and the withholding tax on the first day of the first next month and pass it on to the Program Accountant on time to be filled in  Ministry  of Revenue platform

·     Respect cash hour consistently.

·     Prepare acknowledgement of debt and telephone bill reimbursement summary for expatriates in AA

·     Expatriate salary advance is communicated to the HR/Admin Officer in real time.

 This is to list as exhaustive as possible the duties related to this job. Nevertheless, the employee is expected to be flexible according to programme’s needs and to accept extra-duties, temporarily or permanently, in respect of working hours and workload.

FEMALES ARE HIGHLY ENCOURAGED TO APPLY

Education:

Essential: Diploma in office management , Accounting and  management from a recognized institution

Or

BA Degree in Accounting, Management or Office Management

Experience:

Minimum of 4 years experience for a diploma or 2 year experience for a Bachelor as an Cashier/Secretary  /Accountant and Related experience .Out of which two years in NGO environment is preferred.

Competencies/Knowledge, Ability and Skill:

·  Good Knowledge of speaking and writing English and Amharic.

·  Proficiency in using MS word, Excel, Access, Publisher, Internet and email, Amharic Software and other relevant software

·  Must be able to work independently, proactive, detail oriented, patient and solution focused

·     Ability to work in remote/adverse and security prone locations

Personal Qualities

.     Give attention to detail

.     Organized and tidy

·     Good interpersonal skills and work in multicultural teams

·     Field work oriented, flexible, diplomatic, obedient, and service oriented