Overview
The Administrative Associate leads and coordinates office and management support functions, ensuring the smooth flow of work and information by setting priorities and organizing daily tasks. The role requires in-depth knowledge and interpretation of office policies, procedures, and practices, providing procedural guidance to managers and staff.
Key Responsibilities
- Support the management and administration of financial records and monitoring systems.
- Monitor project and programme accounts and maintain imprest accounts.
- Reconcile expenditures, balances, payments, statements, and other data.
- Manage the Country Office petty cash.
- Provide and coordinate data retrieval, entry, selection, and analysis.
- Verify accuracy of data and documents and make necessary calculations.
- Verify availability of funds and ensure operational expenditures are in accordance with approved budgets.
- Initiate and draft correspondence of an administrative nature.
- Maintain detailed records of budget estimates, obligations, and available balances.
- Participate in the consolidation of budget proposals.
- Prepare financial data for budget estimates and financial planning.
- Initiate, review, process, and follow-up actions related to human resource activities.
- Respond to enquiries and provide information and advice to staff regarding administrative procedures.
- Oversee the issuance of vacancy announcements and calls for expression of interest.
- Prepare recurring reports on programme, project, and office accounts.
- Monitor the receipt of Government contributions and the transfer of ownership of the Organization's equipment.
- Maintain liaison with local banks and financial institutions.
- Advise other staff in the office and support streamlining of procedures and practices.
- Advise international staff on administrative and financial matters.
- Perform other related duties as required.
Required Experience
Five years of experience in general administration including human resources, accounting and office management-related tasks.
Qualifications
Secondary school education.
