Administration Officer

Job Description   The main responsibilities and tasks of the Admin Officer are:  a)    Office and Operations Administration Duties; Prepare correspondences on behalf of the HD Programme Manager and Operations Manager. o   Responsible for ensuring clean, proper, and secure offices, including managing cleaners and fire safety equipment and drills. Responsible of updating operational team lists on behalf of the HD OM. Responsible to inform the Admin and HR Manager of any changes within the operational teams within the HD Programme.   Support HD Programme in organizing events, meetings, and visits to the office. Suggest improvements of Admin policies, Standards and Procedures. Insure the maintenance of information of Sharepoint. Perform other duties as assigned by the HD Programme Manager, Operations Manager and HR/Admin Manager Ensures filing systems are maintained and up to date. Ensures protection and security of files and records. Responsible for taking minutes of the programme and operational meetings. Responsible for translation of documentation on a needs basis (English/Arabic). Responsible for preparing ex-pat travel related to work and leave. Responsible for requesting expats Security Clearance and Residence Permits   Petty Cash Control Works closely with the Finance Unit. Make sure that the petty cash is secured in the safety box. Check cash daily journal and make sure that starting and ending balances do reconcile with the amounts in the safety box. Make sure to use pre-numbered cash receipts (3 copies) Make sure to record all cash transactions in the cash journal. Conduct monthly reconciliation with the cash journal, cash holdings, and printouts from Agresso with the acknowledgement of Finance Manager to be filed for future auditing. Expect surprise cash counts at least two times per year (to be filed for future auditing) Reporting any cash shortages immediately to superiors. Follow NPA QMS and guidelines related to cash management.