The Administrative Assistant/Cashier is responsible for organizing office operations, managing filing systems, handling correspondence, providing secretarial support, managing petty cash and store activities, overseeing purchase functions, coordinating event management tasks, and addressing administrative issues such as visa support, hotel bookings, and follow up security updates.

Detailed Duties and Responsibilities

Administrative and Secretarial Tasks

• Receive, screen, and process correspondence and requests, ensuring timely responses.

• Type and format correspondence, reports, and presentations accurately.

• Maintain event calendars and schedule meetings and appointments.

• Record and distribute minutes of meetings.

• Manage filing systems and obtain relevant information as required.

• Establish work procedures and schedules for clerical staff.

• Organize and maintain paper and electronic files.

• Operate office equipment and ensure timely maintenance.

• Perform general office duties such as ordering supplies and basic bookkeeping.

• Assist in processing administrative transactions and procurement activities.

• Interpret administrative policies and procedures for employees.

• Arrange publications and printing as needed.

• Support HQ staff in obtaining entry visas as required.

• Arrange hotel bookings for staff and visitors.

• Serve as a member of the security officers' team, ensuring the safety and security of guests

Purchase Function

• Prepare invitations to offer and solicit bids from suppliers.

• Participate as a member of the purchase committee.

• Analyse offers and prepare the minutes of the meeting of the committee.

• Follow up on goods purchased to ensure timely delivery.

• Ensure purchased goods align with required specifications.

• Seek expert opinions when necessary.

Event Management

• Send invitations to participants for events and meetings.

• Coordinate with hotels and other venues for conference hall bookings.

• Manage event registration and take attendance.

• Coordinate logistics for events including catering, audio-visual equipment, and seating arrangements.

Asset Management

• Handle petty cash and make payments according to finance and accounting procedures.

• Maintain petty cash safe box and prepare vouchers with complete documentation.

• Monitor and reconcile petty cash transactions regularly.

• Prepare and manage check payments and initiate bank transfers.

• Manage store operations including receipt, storage, and issuance of items.

• Maintain stock records and conduct regular reconciliations.

• Assist and support other administrative functions within the organization as required.

 Contract Management:

• Assist in the drafting and management of contracts with suppliers, and clients.

• Assist in the scanning grant agreements/disbursement request and follow-up of confirmation of remittances.

• Maintain a comprehensive database of contracts, ensuring all relevant information is up to date and easily accessible.

• Monitor contract expiration dates and proactively coordinate renewals or terminations as necessary.

 General

• Assist and replace other assistants within the organization, as required. 

Reports to: Finance and Administration Manager

Staff Reporting to the

Job Holder: Logistic Office/Driver/Office Assistant/Cleaner

Valid from: July 1, 2024 

Job Requirements

• Bachelor's degree in Secretarial Science and office management or business management.

• Basic accounting skills.

• Analytical and critical thinking abilities.

• Proficient in office software applications.

• 8 year working experience in administrative assistant/cashier, of which 5 years is in NGO working environment.

 Personal Attributes

• The incumbent must also demonstrate the following personal attributes:

• Have a passion for development work.

• Willing to learn.

• See the benefit in collaboration and working together.

• Be honest and trustworthy.

• Accountable

• Be respectful.

• Possess cultural awareness and sensitivity.

• Be flexible.

• Demonstrate sound work ethics

How to Apply

Interested applicants are invited to send their application letter and a one-page summary of their CV (use this link to access the template: CLICK HERE . Applications will be accepted from May 30, 2024.

 Note: Applications without a summary of CVs will not be considered.