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.
QualificationsEducation 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.
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