Administration Officer at AIDS Healthcare Foundation

 Essential Duties & Responsibilities

• Supports planning, development and implementation of the program.
• Supports implementation and adherence to the financial and operating policies and procedures.
• Supports procurement and supply chain management of goods and supplies to supported health facilities and the program as a whole.
• Supervises appropriate utilization of program vehicles; responsible for scheduling of program vehicles to field activities
• Participates in the General staff meetings and other various meetings as assigned.
• Prepares monthly petty cash, and reimbursement reports for AHF finance department / local accountancy firm;
• Provides administrative support to the County program:
• 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 teleconference meetings;
• Provides administrative and logistical support for AHF’s Nigeria;
• Review and update the operations manager on all WIP in the states.
• Prequalify some cooperate vendors for procurement.
• 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 Nigeria meetings;
• Any other duties as may be assign by the supervisor.

Qualifications
Education and/or Experience

• Bachelor’s degree in Administration, Accounting, Finance, social sciences and other related field from a four year college or university;
• Two years related experience in NGO Administrative work.
• Use of MS office (Word, Excel, PowerPoint); MS outlook, working knowledge of MS project preferred.