Overview
The incumbent ensures efficient and effective functioning of the records systems to support programme and office management, and to build a strong country office knowledge base.
Key Responsibilities
- Prepare authorization documents for customs clearance for internationally procured goods/materials/equipment
- Conduct physical verification of inventories and prepare receipt and inspection reports and delivery reports
- Coordinate procurement meetings and prepare payment documents for the vendors
- Facilitate review and submission of documents in AODOCs for payment processing
- Filing procurement documents appropriately
- Monitor and initiate procurement of office supplies
- Prepare official letters for visa requests, residence permit requests and extensions etc
- Support in data collection and compilation for COREM reporting
- Support in asset management
- Support in data collection for GHG reporting
- Support in updating the country office recruitment plan for reporting purposes
- Updating staff mandatory training completion status
- Ensures materials stored are properly categorized
- Ensures over stayed items are reported to responsible officer for action
- Ensures unneeded materials and files are properly disposed
- Prepare the projection of Office Supplies and Stationaries requirement
- Prepare SOP for efficient store management
- Compiles the matrix of all payments made with VAT inclusive
- Reconciles the GL VAT ledger with the Tax invoices hard copies
- Go to Vendors and certify all photocopies of invoices
- Prepares the Tax Invoices and any other related supporting documents
- Prepare the letter for TRA VAT Claim submission
- Consolidates all the required Documents for final submission as required by TRA
- Follow up for VAT refund and communicate accordingly
- Performs any other duties as may be assigned by the Supervisor
Qualifications
• A minimum of an Advanced Diploma or equivalent in Finance, Accounting, Procurement or Business Administration.
