Administrative Assistant

at ICRC
Published November 13, 2022
Location Damaturu, Nigeria
Category Administration  
Job Type Full Time  

Description

 

Under the direct supervision of Head of Office/Finance and Administrative Manager, the Administrative Assistant handles various administrative and secretarial tasks e.g. (photocopies, mail delivery, document filing, contact with clients etc), Maintains contact with external interlocutors, update office records and responsible for specific administrative files.

Main Duties and Responsibilities

Ensures that the financial rules are implemented within the structure/office and understood by every employee
Manages fixed amount of cash for office needs
Reports weekly on use of cash to the F&A Manager in Jos and prepares weekly cash request in agreement with Head of Office when available
Highlight any Financial unclear or doubtful inputs, to F&A Manager in Jos
Plan cashflow forecast to cover potential expenditures
Ensure that Damaturu premises are furnished and equipped according to the standard list; follow up and processes the requisitions order linked to furniture or equipment
Keeps inventory of furniture and equipment up to date (excl. IT/Radio materials)
Ensures proper maintenance and follow up of the premises (including air conditioner, generator, fire extinguishers, disinfection, and fumigation of the office) and organises repairs/maintenance
Organises the maintenance and repair of office equipment (photocopiers, telephones, etc)
Follow-up on the utilities of Damaturu premises including maintenance and payments
Acts as a link for HR administrative tasks between employees and Head of Office/FAM – ensures the information flow
Checks sick leave Certificates and other absences to ensure respect of existing procedures
Maintains each personnel file up-to-date: ensures all original documents are sent to Abuja HR and a copy of each document is kept in Damaturu
Welcomes visitors, arranges for Hotel accommodation if necessary
Follows up on Field Trip Form (FTF) and make necessary arrangements for visitors

Education

Bachelor’s degree/college certificate in Administration or a relevant field

Experience

Minimum of 2 years’ experience in a similar role (INGO, Embassy etc)

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