Administrative Assistant (Locum) at AIDS Healthcare Foundation

Report to : State Coordinator

Essential duties and Responsibilities:
    Provides administrative support to the State Coordinator:
    Prepares monthly credit card, petty cash, and reimbursement reports for AHF finance department / local accountancy firm;
    Maintains and manages meeting calendar;
    Maintains and updates contacts database.
    Answers incoming phone-calls; oversee office voicemail;
    Collects and distributes incoming mail / arrange courier services when needed;
    Oversees office supply inventory; orders as needed;
    Develops and maintains filing system (mainly digital and also hardcopy when strictly needed);
    Monitors vendor invoices & accounts payable;
    Assist with visa applications (getting invitation letters);
    Check the email account on a daily basis, and forward information requests to the appropriate people;
    Communicate with accountancy firm on payment of invoices and on reimbursement of expense reports;
    Send original invoices, receipts and expense reports to the accountancy firm;
    Makes external hard disk backups of all updated files.
    Coordinates standing and ad-hoc teleconferences and meetings; send reminders, maintains and distributes meeting minutes and action-item grids;
    Writes minutes for each one of the AHF Benue state office meetings;
    Provides administrative and logistical support for AHF Benue office.
    Other duties as may be assigned by supervisor.

Qualification and Experience:
    Bachelor’s degree in Accounting from a four year college or university; one to two years related experience in Administrative work .
    Use of MS office (Word, Excel, PowerPoint); MS outlook, working knowledge of MS project preferred.