Office Administrator

Management of Regional Office Expenses a)    Ensure receipt, payment, documentation and filing of all Regional Office Expenses e.g. Travel Agent payment (Boarding cards), bills for electricity, water, internet, daily staff payments etc.) b)    Cash- box management: a. Ensure cash-box is stocked with sufficient cash in required currencies and suitable denominations. b. Visit the bank on the instructions to retrieve cash, make lodgements or other transactions such as transfers etc. c. Maintain a record of all cash movements in and out. d. Ensure proper filing of transactions through voucher system. e. Reconcile the Cash book at the end of each week. Management and updating of: a)    Fixed Assets of Regional office, Country office and JRS Lebanon b)    Inventory of the Regional office, Country office and JRS Lebanon c)    Purchases d)    Maintenance of all office equipment e)    Ensure safe storage and replacement of keys for the office (strong-box) and filing cabinets f)     Responsible for order and hygiene Communications & Courier duties: a)    Purchase and documentation of phone cards b)    Postage and retrieval of documents from partner offices at Jesuit Residence, Post Office, DHL and FedEx. Hosting & Hospitality a)    Ensure a prompt and warm welcome to all the Regional Office. Ensure that accommodation is organized for visiting JRS personnel. b)    Arrange logistics for meetings or hosting of visiting staff. c)    Ensure stocks for staff coffee breaks Responsible for Travel & transport of Regional Officers. Vehicle Maintenance a)    Ensure vehicle licensing and registration and timely renewal of same. b)    Ensure maintenance of a vehicle logbook. c)    Ensure that vehicle is at all times safe, fit for use by ensuring timely repairs at a reliable garage and the external & internal cleanliness of vehicle. d)    Ensure that car policy is observed. Management & upkeeps of grant - house (Landlord, lodging, payments, cleaning, inventory, etc.) Ensure prompt execution of other tasks which are within the ambit of an office manager and which may be requested by staff members as needs occur.