World Vision International

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Administrative Assistant

Job Description

POSITION: ADMINISTRATIVE ASSISTANT

PURPOSE OF THE POSITION

To support Project Manager and the entire team for Action for Girl and Young Woman (AGWI) through provision of Financial and administrative support functions.

Major Responsibilities:

  • Assist in preparing and scheduling of meetings, reporting on outcomes and communicating to concerned parties

  • Filing system Management for all correspondence and documentation for the entire project including encoding of both incoming and outgoing project information including mail and also maintaining of staff personal files

  • Review fuel usage and vehicle maintenance/repairs.

  • Logistics management for internal and external visitors and ensuring that visitors have security briefing and child protection protocols.

  • Monitoring driver’s Log books

  • Supervise the driver for effective management of administrative issues,

  • Ensuring security of the office buildings and equipment by making sure that the minimum standard requirements are met ie perimeter fence around the office building, security lights outside, fire assembly, fire extinguishers, fire horse reel etc.

  • Organizing and arranging for trainings and meetings/workshops thus booking of a venue, put all the requirements in place like stationery, fuel, vehicle allocation, allowances etc

  • Facilitate procurement of grant office supplies.

  • Provide safe custody of petty cash and other valuable documents

  • Ensure that travel and cash advances are timely reconciled

  • Conduct field monitoring visit

  • Assist in the implementation of prior and current audit recommendations related to finance and admin.

Knowledge, Skills and Abilities

  • Diploma in Business Administration or Finance

  • 3 years’ experience in office management, reporting and management

  • Good communication, interpersonal skills and willingness to learn

  • Self starter

  • Computer literate with good knowledge of Microsoft word, excel, powerpoint and email

  • Strong in report writing

  • Ability to work under minimum supervision

  • Must be a committed Christian, able to stand above denominational diversities.