Admin and Finance Assistant

1. Admin 

• Handling office tasks, such as filing, generating reports and presentations, and setting up for meetings.
• Providing real-time scheduling support by booking appointments and preventing conflicts.
• Day to day office operations
• Plan meetings and take minutes where needed
• Write and distribute emails, correspondence memos, letters, faxes and forms
• Assist Staff in filling their appraisals semiannually
• Liaise with executive management requests and queries from senior managers
• Take good care of all work and its confidentiality.
• Preparing MOUs (memorandum of understanding)

2. Finance

• Process cash requests received (advance payments, reimbursement of expenses, or other types of requests) by delivering appropriate cash amounts and recording all disbursements in the cash book.
• Manage the office petty cash and ensure its accuracy and sufficiency on daily basis
• Ensure proper approval on documents received from employees for advance payments as well as reimbursement of expenses
• Receive and verify suppliers’ invoices along with justification documents.
• Notify suppliers of their payment status and follow up with them to ensure timely processing.
• Ensures that all receipts/vouchers needed for the accounting are submitted on time by the sectors/sections.
• Notify sectors/sections of the status of their processed payments.
• Compile backup documentation for all project related transactions and ensures completeness and appropriate review and approvals are documented.
• Support in accurate filing of payment vouchers and other financial documents.
• Verify all necessary documents, contracts, invoices, receipts to ensure that they are signed and approved by the authorized signatories.
• Help in preparing all reports and documentation needed for audit and donor verification visits
• Ensure all purchases are made according to procedures.
• Ensure that the cashbox is stored securely during and after work hours.
• Knowledge of organizational process and policies (Finance, HR and Admin policies)
• Attending relevant meetings with the financial officer and the management.
• Finance & Admin assistant report directly to the PM.