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Filing/Administration Assistant - Baidoa

11592-08N01014
Doolow
11-Oct-18
1-2 Years

VACANCY ADVERTISEMENT

For Somalia Residents Only

World Vision is an International Relief and Development organization, whose goal is to achieve long-lasting benefits in the quality of life for vulnerable children and their families, displaced persons and communities. World Vision Somalia Program wishes to invite applications from highly competent dynamic, self-driven and results oriented Somalia Residents to fill the following vacancy to be based in Baidoa Office.

Filing/Administration Assistant(Clerk)

The position holder will implement day-to-day clerical duties to support smooth, efficient finance records management function. Undertake timely scanning of Finance documents, labeling & filing, retrieving for audit and dispatch to Head Office as required. Implement auditable filing as per WV standards and any other administrative duty on a regular basis

Major Responsibilities:

Ensure effective and efficient finance records management function:

  • Timely Scanning of Finance documents CVU,JVUs and DVUs;

  • Receive and log all incoming documents in the Ledger book.

  • Maintain a well-organized filing and documentation system;

  • Follow up PAYEEs for acknowledgement of payments/receipts;

  • File labeling and dispatch to Nairobi

  • Run errands on the behest of FSS Manager/ Finance/Administrative Officer;

Ensure accountable tracking of Finance Documents

  • Create and open files for key documents such as timesheets/LDRs, meeting/training attendances etc.

  • Support Audit in retrieving and sharing required documents both at Field and to Nairobi

  • Maintain document tracking tools

Administrative Responsibilities;

  • Support in organizing meetings as and when required.

  • Work with WV Driver for airport drop off or dispatch of finance parcels.

  • Monitor inventory of files, staples, paper clips etc and report shortages

Ensure WV Documents Conform to completeness standards and maintain confidentiality.

  • Check the documents for completeness before scanning.

  • Review all the scanned documents with Finance Officer, label them correctly and follow up with ICT team for Back up process on a monthly basis.

  • Follow Policy dictations for confidentiality and safeguard of data information at all times.

Qualifications: Education/Knowledge/Technical Skills and Experience

The following may be acquired through a combination of formal or self-education, prior experience or on-the-job training:

  • Diploma in Records Management, Business Administration or a related study.

  • Good Knowledge of MS Office and familiar using office equipment such as photocopier and scanners.

  • Should have experience and familiarity with various filing systems.

  • A minimum of 1 year working experience in administrative roles.

  • Experience working in humanitarian sector will be added advantage

  • Must demonstrate good organizational skills, detail oriented with good communication skills both verbal and written.

Working Environment / Conditions:

  • Work environment: Office-based with frequent travel to the field

  • On call: Immediately

Kindly note: All academic certificates will be verified with the issuing academic institution.