Administrative Staff Job Summary

We are seeking an experienced, energetic, and organized Administrative Staff member to join our growing team. In this position, you will provide administrative, financial, and secretarial support for the Emergency Response Unconditional Seasonal Support UCSS Project Manager, Program Director department. In addition to data-entry, report writing, filing, and scheduling, you will perform duties such as payroll, coordinate direct mailings, and work on special projects. Other duties will include scheduling complex activities, meetings, and events.

Administrative Staff Duties and Responsibilities

• Perform basic bookkeeping activities.
• Plan meetings and conference calls and arrange and manage meetings.
• Take and distribute meeting minutes.
• Maintain electronic and physical files.
• Maintain weekly schedules of employees.
• Organize and provide documents, reports, and information.
• Coordinate workspace, computer, and supplies for new employees with the IT department.
• Maintain and reorder office supplies.
• Sort and distribute mail.
• Resolve administrative problems by coordinating the preparation of reports, analyzing data, and finding solutions.
• Respond to emails on behalf of the Project Manager.
• Act as a liaison with other departments and outside agencies, including other staff such as Program Director and Managing Director, when directed.
• Work independently and within a team on special projects, which could include presentations, mailings, or proofreading.

Administrative Staff Requirements and Qualifications

• Minimum of associate's degree in business administration.
• Knowledge of accounting and bookkeeping principles.
• Strong English-language skills, including writing, grammar, and spelling.
• Experience with accounting software Quickbook.
• Personal effectiveness and credibility.
• Data entry with strict attention to detail.
• Keen attention to detail and ability to keep records and files organized.
• Competent collaborator and skilled cross-functional communicator.
• Strong time manager with respect for deadlines.
• Ability to identify errors and solve problems.
• Decisive and critical thinker.

Duty and Responsibilities

Financial Responsibilities

• Assist in financial management including management of cash flows in accordance with donor-approved policies and procedures;
• Able to handle physical cash while making cash distribution on project implementation level;
• Preparing in a timely manner accurate financial reports as required by the donor and for internal monitoring processes;
• Disburse cash on the basis of properly approved voucher advance sheets and other financial documents;
• Prepare vouchers for all financial transactions;
• Responsible to bring cash from the bank for daily routines;
  File all financial documents for the donor;
• Prepare vouchers for all financial transactions; and
  Receiving complete documents invoices bills etc… ensuring the proper name date stamp and supportive documents.
• Provide timely support to the staff on the issues of administration and office management. 
• Developing and maintaining a proper filing system (Hard & Soft) update regularly and keeping track of documents to have a well-organized filing system.
• Liaise with governmental non-governmental organizations and other agencies to establish and maintain networks
• Arranging stationery food and refreshments for the events/meetings;
• Keeping personnel files for provincial staff office contracts vehicle contracts etc 
• May perform other duties as assigned by supervisor