Office Administrator Job at Self Help Africa - 2015

The Office Administrator is responsible for providing secretarial support services and undertaking the day to day administrative operations of the country programme. The Office Administrator is also responsible for the handling and recording of all cash transactions of Self Help Africa Ethiopia in accordance with the Organisation’s policies and procedures and the provision of support to the finance department as required.

Office Administration

Handles routine tasks using template formats or prior directives;Schedules appointments and important tasks;Draft circulars, reports, memoranda, minutes and confidential letters;Prepare correspondence for the organization;Respond to simple letters and oral queries;Liaise and update information with government stakeholders;Schedule visitors to Self Help Africa;Receive/send incoming/outgoing correspondences and re-routes as instructed by Self Help Africa;Pre-number hard copies of all outgoing letters, messages, faxes;Ensure that files of incoming/outgoing correspondences are maintained according to filing procedures of Self Help Africa;Ensure that messages and outgoing correspondences are dispatched by mail, hand, fax or e-mail;Communicate official phone calls, meetings and other engagements to Self Help Africa staff;Prepare purchase requisitions for office supplies;Prepare special internal notices for posting, as required;Responsible for updating HR and other administrative data such as leave, timesheet, imprest etc. on Salesforce;Assist in the administration of performance management systems;Maintenance of electronic and hard copy of personnel files;Responsible for the receipt of cash and cheques and issuance of receipts as required; Ensuring that all cash is deposited into the bank in a timely manner and in line with SHA policy;Responsible for effecting authorized cash payments such as per diems, other staff allowances and petty cash payments;Responsible for the maintenance of the petty cash register book, ensuring it is updated daily;Preparation of the request for the replenishment of petty cash as required;·           Ensuring that the Country Office cash and other documents are kept safely and securely;Ensure proper handling of financial documents of Country Office;Preparation and posting of transactions in to SHA accounting package as required;Responsible for the scanning and attaching of all supporting documents of inter-company transactions in SHA accounting package;Complete all process of pension scheme with relevant government offices starting from employee recruitment to termination or resignation;Assist in the preparation of financial documents for audit, in particular ensuring the completeness and accuracy of supporting documentation;Perform other duties as assigned by HOFA;

Key Relationships:

Internal

Head of Finance and Administration Country Management Team Finance and administration team Programmes team

External

Government DepartmentsBanks, External auditors and other service providers

Duration: Two years with a possibility of extension based on successful performance

Qualifications/Experience/Other Requirements:

At least 5 years of experience in similar post (preferably in an INGO environment)

Essential

Relevant qualification in accounting; OR management OR Information TechnologyExperience in reconciling financial records against supporting documentation; Fluency in written and spoken English

Desirable

Willingness to travel nationallyExperience using accounting software

Role Competencies

Excellent verbal, analytical, organisational and written skills Willingness to work as part of a team, ability to follow direction Proactive and motivated with a strong commitment to Self Help Africa’s vision, mission and values Excellent ICT skills including a good knowledge of MS OfficeAttention to detail and the ability to produce timely and accurate financial information

Interested applicants who qualify for the post should send their applications with CVs before 05/08/2015 to SHA—Ethiopia Office with the following email addreses: selfhelpafrica@ethiojobs.net or www.ethiojobs.net

Only short listed candidates will be contacted. Women applicants are highly encouraged. 

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