Overview
Provides administrative support in all areas of Operations including Finance, HR, Admin, ICT, etc. and manages the office of the Deputy Representative – Operations.
Key Responsibilities
- Collect and generate operational data to support decision-making and risk mitigation.
- Coordinate appointments and high-level meetings, documenting and disseminating outcomes.
- Maintain supervisor’s calendar, schedule appointments and meetings, and administer travel arrangements.
- Conduct monthly monitoring of Segregation of Duty (SOD) violations and implement mitigation measures.
- Monitor operational dashboards and Key Performance Indicators (KPIs) to track performance.
- Establish and maintain operations office filing and reference systems, ensuring website accuracy.
- Manage and review incoming and outgoing correspondence before supervisor approval.
- Organize internal operational management meetings, take minutes, and follow up on action items.
- Proactively identify and recommend improvements to administrative work processes.
- Provide travel assistance to staff members for travel arrangements and entitlements.
- Arrange for airport transfers, visas, accommodation booking, and reception of staff and visitors.
- Assist staff members on issues relating to visas, security clearance, and documentation procedures.
- Provide support in arranging for the purchase and timely distribution of office supplies.
- Support the management of administrative supplies, office equipment, and updating inventory.
- Collect and file invoices and related documents for approval.
- Assist in updating banks signatory panels and related files.
- Support the validation and quality assurance of Mobile money transactions and payments.
- Manage Petty Cash Account as custodian, screening requests for corrections, completeness, and fund availability.
- Provide support for organizing country office events, including logistical arrangements, engaging with facilitators, caterers, and hosts, arranging times, liaising with budget focal points, and preparing background materials.
Required Experience
At least 5 years of progressively responsible administrative, finance, human resources, ICT, and any other related fields or clerical work experience is required.
Qualifications
Completion of secondary education is required, preferably supplemented by technical or university courses related to administration, finance, human resources, project management or any other related field of discipline.
