Finance/admin Assistant

I. Background ACTED (Agency for Technical Cooperation and Development) is an international NGO founded in 1993 and headquartered in Paris. ACTED provides relief assistance to victims of conflict and vulnerable populations. Its activities range from emergency relief to development projects. ACTED has implemented more than 300 projects in 35 countries spread over Africa, Central Asia, Europe, Latin America and the Middle East.  II. Responsibilities Filing vouchers and registration of voucher in the cashbook Making payments for all items and services which have been approved by the Area Coordinator and the Finance Officer Checking the cashbook with respect to the amount in the safe Changing money for the cashbooks Registration and exchange of voucher reference between country office and area Responsible of quality of vouchers Ensuring the clearance of all advances for the staff before paying the salary Follow-up the sending/receiving, through National Post, DHL, TNT etc. Responsible for mail boxes, dispatch incoming/outgoing mails Receive, register and dispatch official letters (IN/OUT); Format the letters, manage their reference number Set appointments and meetings Ensure supply of ACTED brochures, leaflet and annual reports Answer the phone, redirect when needed Welcome guests/visitors (donors, NGOs, ACTED staff, journalists, suppliers etc.) Prepare and ensure the supply of business cards when needed Manage the internal phone system Prepare & follow the manual on how to use this phone system Ensure that the phone system is always working perfectly Collect the daily newspaper, archive them after 3 days Collect the daily press-review from the Reporting Department Update regularly ACTED World Directory Update regularly the External Directory (donors, embassies, NGOs, authorities, suppliers) Maintain the updated versions of directories on the server & ensure accessibility for all office staff Print/Scan and photocopy support for other departments Assist Admin/HR on daily routine tasks (filing, computerizing & cross checking of data) Supervise and monitor National staff daily attendance sheet and report to Finance/Admin Officer Assist Coordination and other dept. on documents filing and sorting documents/data