General Summary
The post holder will provide finance, administrative and secretarial support to the project field office staff as appropriate. He/she will participate in drawing of periodic work plans/budgets in relation to set targets, account for all the project field funds, assets and equipment and ensure proper utilization of project assets and equipment. S/he will develop a database of key project contact information; maintain distribution lists for various kinds of project communication and schedule all field office level project meetings; attend and take minutes as appropriate
Key Responsibilities
- Participate in drawing of periodic work plans/budgets-in relation to the set targets
- Account for all the project field funds and ensure proper utilization of project assets and equipment
- Develop monthly schedules to allocate use of vehicles and supervise transport assistants
- Support in the management of project resources such as human resources, finances, vehicles among others
- Prepare financial reports on a monthly, quarterly and annual basis
- Assist with all aspects of administrative management, directory maintenance, logistics, equipment inventory and storage
- Managing inventory of assets and supplies, monitoring critical level of stocks, sourcing for suppliers and submitting invoice
- Coordinating between operating units in resolving day-to-day administrative and operational problems
- Preparing meeting minutes, meeting notes and internal support materials.
- Assign jobs and duties to office assistant as required.
- Schedule appointments and meetings with the district and other stakeholders
- Manages staff Leave schedules and time sheet reporting
- Assists in preparation of activity budgets and expenses
Academic Qualification
- Bachelor’s degree in a finance related field
- Additional training in accounting packages will be an advantage
Specific Experience
- A minimum of two years’ relevant work experience
- Basic accounting and book keeping skills
- Good secretarial skills, including advanced abilities in word-processing, spreadsheets, filing, and general computer use; knowledge of MS Excel, Word and other common software programs
- Excellent communication and interpersonal skills; strong writing skills are essential • Ability to perform typing/word processing duties; knowledge of written communication formats and composition of such communications is crucial
- Knowledge of general office practices and procedures particularly in filing, gathering and compiling information
- The ability to consistently complete multiple requests in a timely fashion.
- Ability to work independently and with minimal supervision
Person Specification
Education Requirements:
- Bachelor’s degree in a finance related field
- Additional training in accounting packages will be an advantage
Required experience and skills:
- A minimum of two years’ relevant work experience
- Basic accounting and book keeping skills
- Good secretarial skills, including advanced abilities in word-processing, spreadsheets, filing, and general computer use; knowledge of MS Excel, Word and other common software programs
- Excellent communication and interpersonal skills; strong writing skills are essential
- Ability to perform typing/word processing duties; knowledge of written communication formats and composition of such communications is crucial
- Knowledge of general office practices and procedures particularly in filing, gathering and compiling information
- The ability to consistently complete multiple requests in a timely fashion.
- Ability to work independently and with minimal supervision