Job Requirements:

                                          Administrative activities,

Maintain the office space secure, workable, clean, trustable, smooth and friendly for all the ACSFo staff, members, partners and visitors.
Make sure all the systems and mechanism are in place and equipped to facilitate the day to day office work.
Keep an up to date record of inventory lists and assets of the organization.
Monitor attendance records, leave records, inventory records and keep track on any other relevant information.
Facilitate arrangements for official meetings, conferences, workshops, seminars and other events.
Process the purchase orders, purchase requests and invoices such as fuel, accommodation, IT and general supplies, service invoices, etc.
Process and monitor the store requisitions, goods receipts and issuances and check record thereof.
Liaise with Finance, Program and other relevant sections to ensure and facilitate the smooth operation of activities.
Operate radio networks and ensure that all communication equipments, e.g. radio, telex/fax machines etc. are in working condition.
Arrange necessary repairs of office premises, assets, radios, communication and other office equipments.
Monitor mobile vehicle traffic whilst logging in the location and situation of the personnel aboard.
Check the vehicle, generator, and other equipment log books and report any discrepancies to the management.
Ensure the regular review and updating of the filing system of office records.
Report any emergencies, incidents and other events to the Supervisor.
Ensure the provision of all records and documents required to the audit, appraisals (internal & external) or any other official inspection.  

Maintaining and updating personnel files in all aspects.
Ensure the timely filing of office documents and their regular review.
Perform any other task deemed necessary for the smooth operations of ACSFo.

 Finance activities

Maintain account books updated in QuickBooks and timely report any issue to the Finance Manager.
Enter financial data into QuickBooks on a daily basis.
Comply with all the relevant requirements detailed in the ACSFo Financial Manual.
Assist the Finance Officer in project operations and monthly financial reporting.
Present monthly journal entries to the Finance Officer or Finance Manager for examining the accounting treatment of transactions.
Maintain a proper and updated filing system of the financial data.
Check financial reports of sub-grantees along with supporting documents in terms of their completeness and compliance with ACSFo policies.
Prepare Budget Variance Analysis (BVA) reports on monthly basis.
Pursue the advances against expenses and salaries till liquidation.
Perform any other task deemed necessary for the smooth operations of ACSFo.