Secretary And Bookkeeper

General Purpose of the position  The Secretary and Bookkeeper ensures the smooth running of the Project Office in FVDL Centre and ensures proper transactions recording of the Project in Frans Van der Lugt Centre, and is responsible to the Project Director.   Main Responsibility of the Position 1.   SECRETARY i. Management of Office Expenses a)   Ensure receipt, payment, documentation and filing of all Expenses (e.g. Phone cards, bills for electricity, water, internet, daily staff expenses etc.) b)   Prepare purchase orders and follow up. ii. Management and updating of: a)   Maintenance of all office equipment. b)   Responsible for order and hygiene. iii. Communications & Courier duties: a)   Write and keep files for the clinic. b)   Prepare monthly report about the activities of the office (Social Work and Clinic). c)   Delivery and Retrieval of documents as required. iv. Hosting & Hospitality a)   Ensure a prompt and warm welcome to all at the Office. b)   Arrange logistics for meetings or hosting of visiting staff.   2.   BOOKKEEPER a)   Perform bookkeeping, following JRS procedures. b)   Ensure that: -         All transactions are properly recorded. -         Vouchers are numbered and reconciled. -         Cash reconciliations are duly done (weekly). c)   All supporting documents are provided and attached to vouchers. d)   All supporting documents, vouchers and invoices are scanned, filed and archived. e)   The monthly financial report is, and its timely transmission, together with all supporting documents, to the Country Office. 3.   Ensure prompt execution of other tasks which are within the ambit of an Assistant and Accountant which may be requested by the Project Director as needs occur.   Knowledge, Skills and Personal Attributes Good communication and interpersonal skills Strong organizational and team working skills Highly approachable, trustworthy and confidential