Administrative Officer

ADMIN SUPPORT TASKS:

• File, scan and archive all needed supporting documents when needed.
• Prepare and send Thank you letters to donors, supporters, partners, individuals and sponsors when needed.
• Fill and update the departments and programs Contact Database
• Assist the Finance Team in all audit related activities: Review GL and match relevant JVs, ensure supporting documents are complete, otherwise, request them from the relevant / Provide all HR related documents for audit purposes (contracts, pay slips and timesheets).

Procurement

• Request/Receive quotations from supplier for needed material when needed.
• Contact and coordinate with the supplier needed for any material needed and follow up on the order.

• Distribute material internally and create stock sheets and proof of reception
• Create an assets list for kitchen & office supplies in HQ and initiate order and follow up accordingly
• Follow-up with Admin Coordinators in the areas on car rental Pos and Fuel POs on a monthly basis
• Prepare Purchase requests and supporting documents in coordination with the departments and programs focal points & the accounting/procurement department.

Others

• Participate in all activities organized by himaya (staff care, Christmas, end of year gathering).