Administrative Officer

PURPOSE OF THE POSITION The Administration Officer is responsible for maintaining day to day financial, accounting, administrative and personnel services in order to meet reporting standards and support WHoL operations.   SCOPE The Administration Officer reports to the Executive Director and is in charge for preparing daily reports from news listening, maintaining cash controls supervising the payroll, purchasing, maintaining accounts payable and managing office operations, assisting with preparation of monthly financial statements of the organization, and responsible for operational and personnel administration. The Administration Officer must work within organizational policies and procedures and in compliance with internal and third-party confidentiality agreements.   RESPONSIBILITIES   Supervise administrative services within the Executive Director Manage the filing, storage and security of documents Respond to inquiries Manage the repair and maintenance of computer and office equipment Maintain billing reminders Issue petty cash withdrawals Manage the office and operational needs Assist with preparation of meeting Report Minutes of Meeting when attending any meeting  Administer contacts files in order to ensure an effective communication base Administer Contacts Management Contacts Data Updating Contacts (Business Cards and Electronic Databases) Maintain open channels of communication Drafting and reviewing communication letters and occasional greetings 3. Administer and monitor the financial system in order to ensure that the operational expenses are maintained in an accurate and timely manner. Assist with preparation of the budget  Implement financial policies and procedures  Establish and maintain supplier accounts Ensure transactions are properly recorded and entered into the books Maintain financial files and records Perform other related duties as required, such as: Prepare daily news listening reports Conduct topic research and personal briefings in preparation to meetings   KNOWLEDGE, SKILLS AND ABILITIES Knowledge The incumbent must have proficient knowledge in the following areas: office administration computerized accounting sheets generally accepted accounting principles an understanding of the cultural and political media an understanding of Non-Governmental Organizations and the nature of the work  Skills The incumbent must demonstrate the following skills: supervisory skills effective verbal and listening communication skills effective written communication skills team building analytical and problem solving decision making skills computer skills including the ability to operate computerized communication, spreadsheets, word-processing programs at a highly proficient level stress management and time management skills attention to details Personal Attributes The incumbent must maintain strict confidentiality in performing the duties of the Administration Officer; upmost confidentiality is imposed by both the organization and the third parties. The incumbent must also demonstrate the following personal attributes: be honest and trustworthy be respectful and principled possess cultural awareness and sensitivity be flexible demonstrate sound work ethics The Administration Officer must normally attain the required knowledge, skills and attitudes through completion of a Diploma in Business Administration, Accounting or Communication Studies and/or decent working experience in a Non-Governmental Organization or related field.