The administrative assistant oversees the internal organization and the management of essential administrative tasks and the daily functioning of the organization. The assistant collects routine information to reach deliverables or suggest alternative actions. The assistant can work independently on mastered tasks. The assistant provides basic logistical, administrative, and/or technical support to the team. It’s all about gathering and reviewing the routine information needed to achieve deliverables. The tasks and activities of the assistant are subject to direct supervision and regular review. The Assistant is responsible for the management of CI assets in their charge, such as petty cash, vehicles, or field and office equipment.

RESPONSIBILITIES

Providing secretarial work

• Receipt and registration of mail (letters, invoices, etc.)
• Drafting letters, preparation of shipments of various letters and/or documents.
• Management of telephone calls and arrangement of meeting appointments and mission for the project

Petty Cash Management

 

Preparation of the “Petty Cash Order”:

• Maintenance of petty cash and cash book and disbursement by cash
• Provisioning and weekly shutdown of the cash register
• Periodic shutdown of petty cash and reconciliation with accounting.
• Ensure the conformity of cash-supporting documents before sending them to the accounting department.

Follow-up of advances to staff and others:

• Monitoring of the status of advances given to staff (purchase, mission,)
• Maintenance of payment books and daily payment of receipts to BOA

Bill payment management:

• Compliance with the payment procedure: requisition, PO, RMR, contract, invoice
• Preparation of cheque requests and distribution of cheques according to requests

Ensure the management of rolling stock

Other duties as assigned by supervisor.

WORKING CONDITIONS

• Perform out-of-office missions, when necessary, e.g., for meetings organized by technical staff.
• Work outside of normal working hours, for example during audit periods.
• Guidance on flexible work arrangements will be shared during the interview process.