Admin Officer at NESSACTION

Background

• The Admin Officer will assist the Admin, Finance & HR Departments in adhering to the compliance procedures for all operational and program-related activities and NESSACTION’s financial implementation, and ensure adequate internal controls are in place and in compliance with laws, regulations, donor requirements and NESSACTION’s policies and procedures.
• If you have the required skills and experiences to excel as an Admin Officer in our organization, do apply now!
• The position is for a short term, subject to renewal based on performance and funding availability. The post holder would be expected to work 40 hours a week. The position has a competitive salary as obtainable in the industry.

Duties and Responsibilities

• Assist in receiving guests, responding on official correspondence via mail and phone calls, filing of documents and general office management
• Assist in inventory management and reporting, handling the petty cash register and ensuring availability of office supplies
• Assist in conducting facility assessments, raising requisitions, analysing vendor bids and securing approvals for hiring of vendors in accordance with NESSACTION procurement policy.
• Assist in preparing travel itinerary, training checklists and provision of logistics in accordance with NESSACTION’s travel policy.
• Assist in sorting and reviewing timesheets for coding, leave, holidays, etc.
• Assist with managing Procurement archiving and ensure monthly updates.
• Support audits (donor, internal, external, statutory) by retrieving and refilling documents.
• Assist in coordinating with all Program Officers to collect necessary documents and ensure proper documentation after return from field activities.
• Assist in ensuring all income taxes, withholding taxes, VAT, and other taxes are withheld and paid accordingly.
• Work closely with the Admin, Finance & HR and Program departments to ensure the Standard Operating Procedures for voucher redemption are followed properly.
• Assist with the monitoring of expenditures to ensure they remain within authorized levels.
• Assist in examining the validity of requests for increases in imprest levels; preparing disbursement vouchers to replenish imprest accounts.
• Assist in investigating erroneous charges and take appropriate corrective accounting actions.
• Assist in scrutinize source documents for completeness, accuracy, and validity of charges.
• Assist in financial management, tracking, preparing payment letters, drafting financial statements to donors, and recording them accordingly.
• Conduct herself/himself both professionally and personally in such a manner as to bring credit to NESSACTION and not jeopardize its humanitarian mission.
• Other Responsibilities as Assigned.

Competencies

Corporate Competencies:

• Demonstrates integrity by modeling the values and ethical standards of NESSACTION
• Promotes the vision, mission, and strategic goals of NESSACTION.
• Displays gender, regional, religion/belief, race, nationality, culture, age sensitivity, and adaptability.

Functional Competencies:

Knowledge Management and Learning:

• Shares knowledge and experience.
• Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan, and applies newly acquired skills.

Development and Operational Effectiveness:

• Ability to perform various standard tasks related to the provision of financial services.
• Good knowledge of NESSACTION’s admin and procurement rules and regulations.
• Good IT skills.