Admin Assistant

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Job Description - Admin Assistant

Job title : Admin Assistant jobs in Abuja Job Location : Abuja Deadline : June 17, 2024 Quick Recommended Links

General Objective / Summary

  • The Admin Assistant supports the Logistics & Finance team in activities linked to the day-to-day management of fleets, equipment, store, premises, treasury & cash follow-up, and finance & accounting management according to PUI standards and procedures in order to maintain the Abuja office in optimal running conditions.
  • He / She works under the direct supervision of the Administrative Officer.

Responsibilities and Tasks
Treasury & cash Follow-Up:

  • Process receipts and invoices for cash payments
  • Do daily physical inventory of the cashbox with the Deputy Fianance Coordiantor
  • Ensure the daily worker payments
  • Prepare and follow up the pay-outs and cash advances, within established guidelines
  • Guarantee security of the cashbox and confidentiality of information
  • Control the management of the petty cash
  • Ensure that the daily physical inventory of the petty cash is accurate, and report any discrepancies to the deputy finance coordinator
  • Monitor due dates for payments of contracts
  • Follow-up with regular payments
  • Guarantee security of the cash and confidentiality of information

Finance & Accounting Management:

  • Check, before recording any entry, that the invoices are compliant with PUI’s regulations and procedures
  • Record all expenses made through bank in the excel books on a daily basis, and to properly fill in the information needed (date, accounting code, project, budget code, etc.)
  • Monitor the voucher process, and the quality of archiving of the invoices, as per the donor’s rules and regulations
  • Guarantee the quality of the archiving process at coordination level
  • Consolidate and check the accuracy of data of coordination accountancy
  • Prepare the monthly accounting closure for the coordination
  • Prepare the weekly financial forecast of the coordination, compile it, and send it to the Finance Coordinator for validation
  • Responsible for monthly closing for Abuja Finance closure.
  • Collect all invoices exempted from the VAT
  • Issue a monthly With Holding Tax report
  • Prepare the bank reconciliation at the end of each month
  • Prepare the external audit visits (donor and coordination visits)

Fleet:

  • Ensure that the administrative documents for all vehicles are available, filed and monitored.
  • Organize the schedule of vehicle movements and drivers at Abuja office.
  • Identify all car incidents, prepare the reports, and share with the Admin Officer.
  • Allocation and tracking of vehicles’ movement during the weekdays and when the Head of Mission is not available during weekends and holidays.
  • Update the daily movement board (Airport drop-offs/pick-ups and movement within/outside the town)
  • Liaise with the Coordination Logistics & Supply officer for cargo movements to and from Abuja.
  • Ensure proper filling of log books by drivers.
  • Develop drivers schedule with clear guidelines on duty handing over and taking over.
  • Organise weekly drivers meeting every Friday and share minutes of the meeting with Deputy Logistics Coordinator.
  • Follow up with drivers’ payment with the vendor and vendor payment at the end of the month.

Premises:

  • Ensure the staff collective space is in good working condition (tidiness, water, equipment functioning)
  • Ensure the timely repair whenever needed in the office and guesthouses.
  • Ensure that all documentation for bills such as Electricity, DSTV etc are compiled and submitted to procurement for payment.
  • Regular update of the asset and equipment/funitures list at the Guest House and office
  • Assist in preparing the rent renewal files and payment of PUI office and guesthouses.

Store Management:

  • Manage and organize the reception, storage, and dispatch of all supplies at the store.
  • Ensure all requests of stock are sent and delivered to the requesters in a timely manner.
  • Monitor the quality of products at the time of reception, in coordination with the Logistics Team
  • Regularly monitor the quality of products during storage. Pay special attention to expiration dates (if applicable)
  • Support with monthly rolling stock takes and the annual stock take, reconciling inventory records with physical counts and sharing the monthly report to the Logistic Officer
  • Issue all required office items to staff.

Archiving & Record:

  • Manage the electronic archival of Admin files as per the filing process at the base level and share the scan data with Abuja
  • Manage the physical archival of Admin files as per the archiving process at the base level
  • The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs.

Requirements

  • Bachelor's Degree
  • 1 - 3 years experience.
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