PURPOSE OF THE ROLE

The purpose of the Cashier and Admin Assistant position is to provide secretarial, record keeping, and office support services, and handle & manage petty cash of the project. In addition, she/he supports the Project Finance and Admin Officer to administer, control, monitor, and periodically summarize the extent of financial operations and performance of the project. She/he provides effective and efficient support and advice to the immediate supervisor and project team as required.

KEY TASKS AND RESPONSIBILITIES

Key areas of responsibility are:

• Prepare payment documents, attendance sheets, and others on all payments the projects are making.
• Manage project petty cash including preparing of payment and preparation of monthly petty cash reconciliation
• Handles and manage the project’s petty cash in a generally accepted standard norm.
• Prepare monthly petty cash reports to submit to the designated supervisor
• Review all payments against the budget and established rules and regulations.
• Assist the supervisor to review/ analyse monthly budget monitoring reports for timely comment and if any adjustment
• Manage the operations of the project compound including telephone, electricity, and water, manage office transport
• Handle all materials purchased and stored in a proper manner including fuel coupons and follow up for on-time utilization of the materials with the respective staff.
• Conduct payment, purchase and collect project materials, and deliver all materials purchased and stored to be used for intended purpose with checking by Project Finance and Admin Officer and approval by PC/Team Leader.
• Assist line manager in the verification of source documents for proper approval/authorization before they are filed and recorded;
• Assist in staff recruitment and disciplinary issues.
• Develop close working relationships with all staff
• Develop and implement a system to ensure efficient use and safety of the project equipment, including timely and appropriate maintenance and monitoring of costs
• Conduct payment for different purchases, community, and partners staff training, project staff, and any other payments checked by project finance and admin and approved by the project coordinator/Team Leader
• Ensures that all unused official documents and vouchers of the organization are properly registered and are available in sufficient quantity.
• Maintains filing of financial documents and reports;
• Reports and follows up on outstanding & unsettled payments and receipts.
• Maintain office records and reference files on various subjects for easy access and reference;
• Prepare a monthly petty cash report and submitting the line manager.
• Handle all incoming and outgoing correspondences, file in a chronological order
• Assist in ensuring that all procurement documents field in a good manner;
• Keeps projects plan document for procurement in a separate file for reference;
• Ensures the accuracy of procurement documents and integrity of the procurement process;
• Make sure to follow the procedures of the procurement Manual
• These essential functions are not to be interpreted as a complete statement of all duties
• performed. Employees will be required to perform other job-related duties as required.
• All work responsibilities are subject to having performance goals and/or targets established.

Job Requirements

PERSON SPECIFICATION

Education, qualifications & other knowledge : College Diploma in Accounting/Secretarial Science/Office Management/other related fields from a recognized college or BA in Accounting/Management and relevant training

Experience

• five years of relevant work experience for diploma holders and two years of relevant work experience for degree holders
• experience in store management

Skills & abilities

• Computer skills in Word, Excel, Access, and QuickBooks
• Familiarity with office equipment operation
• Co-operative and willingness to work under pressure
• Respect the culture, beliefs and traditions of rural and semi-urban communities
• Willingness to give a chance/opportunity to others
• Value the knowledge and ability of the community
• Ability to adapt to the existing environment
• Willingness to multi-task and work on own initiative
• Good team player and team builder