Job Description
The objective of the Cashier and Administrative Assistant role is to furnish services encompassing secretarial tasks, maintenance of records, and provision of office support. Additionally, this position is responsible for the management and oversight of petty cash related to the project. Furthermore, the incumbent assists the Project Finance and Administrative Officer in the management, supervision, tracking, and periodic consolidation of the financial activities and accomplishments of the project. The individual delivers adept and streamlined assistance and guidance to the direct superior and the project team whenever necessary.
Duties and Responsibilities
- Generate payment documentation, attendance records, and other paperwork pertaining to all project disbursements.
- Oversee and supervise project petty cash, encompassing the preparation of payments and the completion of monthly petty cash reconciliations.
- Manage the project’s petty cash in accordance with established industry standards. Compile monthly reports on petty cash for submission to the designated supervisor.
- Evaluate all payments against the stipulated budget and established guidelines.
- Support the supervisor in assessing and analyzing monthly budget monitoring reports to promptly provide feedback and recommend adjustments when necessary.
- Supervise the functioning of the project premises, including utilities such as telephone, electricity, and water, as well as the management of office transportation.
- Maintain proper handling and storage of procured materials, including fuel coupons, and monitor their timely utilization with relevant staff.
- Execute payments, procure goods, and gather project materials, ensuring their appropriate deployment for the intended purposes.
- Such activities are subject to verification by the Project Finance and Administrative Officer and approval by the Project Coordinator/Team Leader.
- Assist the line manager in scrutinizing source documents to ensure proper approval and authorization before archiving and documentation.
- Provide assistance in staff recruitment processes and matters related to disciplinary actions. Cultivate strong working relationships with all staff members.
- Devise and implement a system to ensure efficient utilization and safekeeping of project equipment, involving timely maintenance and cost monitoring.
- Facilitate payments for various acquisitions, community initiatives, partner staff training, project personnel, and any other disbursements subject to scrutiny by project finance and administration, and endorsement by the project coordinator/team leader.
- Ensure proper registration and ample availability of unused official documents and vouchers of the organization. Sustain organized filing of financial records and reports.
- Report on and pursue resolutions for outstanding and unresolved payments and receipts.
- Maintain meticulous records and reference files covering various subjects to facilitate easy access and retrieval. Compile and submit a monthly report on petty cash to the respective line manager.
- Manage all incoming and outgoing correspondences, arranging them chronologically.
- Collaborate in maintaining orderly and well-arranged procurement documents. Establish a dedicated file for the project’s procurement plan as a point of reference.
- Guarantee the precision of procurement documents and the integrity of the procurement process.
- Adhere strictly to the procedures outlined in the procurement manual.
Qualification
- College Diploma in Accounting/Secretarial Science/Office Management/other related fields from a recognized college or BA in Accounting/Management and relevant training
- five years of relevant work experience for diploma holders and two years of relevant work experience for degree holders
- experience in store management
Skills & abilities
- Computer skills in Word, Excel, Access, and QuickBooks
- Familiarity with office equipment operation
- Co-operative and willingness to work under pressure
- Respect the culture, beliefs and traditions of rural and semi-urban communities
- Willingness to give a chance/opportunity to others
- Value the knowledge and ability of the community
- Ability to adapt to the existing environment
- Willingness to multi-task and work on own initiative
- Good team player and team builder
How to Apply
Interested and qualified applicants can send their applications and a copy of non returnable CV with the necessary documents to the following email address ethrecruitment@farmafrica.org
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