MAIN PURPOSE OF THE JOB
The Admin Assistant supports the Finance and Administrative Team in the administrative and financial management of the MSH office, the HS4TB Project and the MTaPS Project, as well as other MSH projects as necessary. H/she assists in supporting the implementation of program activities and office management by providing secretarial tasks, scheduling of meetings, transport and logistical assistance, procurement of goods and services support , financial duties support, copying, filing and scanning of documentation, and assists with maintaining efficient office/facility operations.
This position must be aware of and adhere to the MSH Procurement Integrity policy and will assist in safeguarding the assets.
Financial and physical) of MSH and ultimately donors against fraud, loss, or misuse. In this case s/he will be assisting the F&A Team in discharging some duties as per instructions.
Workshops & Trainings
- Support the Admin Coordinator with sourcing of training and accommodation venues and support processing authorizations
- Support the team by reserving venues, catering needs
- Support the team with preparing conference/workshop materials, collecting paperwork from participants or filling out forms. training reports and attendance lists
- Attend workshops when needed to provide administrative, logistical and financial support in accordance with MSH policy
Travel, Transport and Logistics
- Support Admin Coordinator with booking tickets per the provided itinerary and arrange airport transfers
- Help prepare and disseminate travel information at the visitor briefings
- Support arrangement of ground transport (taxis or car/driver)
- Work with team to draft an itinerary to share as requested
Front Office & Facilities
- Assist with front desk coverage such as receiving and making calls, visitors, deliveries and dispatches
- Coordinate and schedule boardroom bookings and any support need during the use such as set up of the relevant equipment
- Support in the delivery of materials purchased to other counterparts (Airtime, Toner, Paper, Certificates)
- Send, deliver, collect correspondence and documents including Delivery Notes/Delivery Protocol, Airtime justifications
- Coordinate and prepare mailings, post or courier/shipping of documents to/from project sites
Accounting
- Receive invoice for payments and review for its accuracy and complete supporting documentation as per MSH policies and procedures
- Assist preparation of supporting payments doc for suppliers, staff, meeting participants etc and forwarding them for review and approvals. This includes preparation of payment vouchers ensuring all the necessary paperwork is attached and Stamp payment vouchers with paid to documents
- Assist in the calling vendors to pick up checks and assist with delivery of proof of statutory payments to government bodies before the due dates.
- Assist processing and tracking of VAT
- Provide support to internal and external audit as required, pulling requested documents from files and copying as needed
General Support
- Assist the team with any scheduling of external meetings
- Pre fill documentation under the supervision and guidance of the team such as Purchase Requisitions; Travel Advances, plans, activity profiles
- Support the team with copying, printing, routine scanning and filing of program, financial and training materials in accordance with MSH practice and procedure
- Assist maintain inventory of office and kitchen consumable items, supplies & stationaries
- Support the Program Assistant with routinely updating the Inventory asset tracker with all required information
- Assist the Admin Coordinator updating of leave tracker and filling of time sheets
- Assist with procurement process and specifically EPLS and ATTUS checks as per MSH procedures
- Assist in Maintaining the procurement tracker database and timely updating it
The ideal candidate should have a Bachelors’ Degree in Business Administration or with professional technical education in administration or related field with a minimum of 2 years of work experience in administration.
S/he should have hands on experience in Administration, logistics and front
office Management. Knowledge in procurement will be an added advantage.
Experience in working with USAID funded projects and knowledge of applicable regulations will be an added advantage. S/he should have understanding of key aspects of administration, procurement, accounting, creating and analyzing journal entries.
In addition, the candidate should have good communication and inter-personal skills. Experience in Microsoft Word and Excel
MSH is an equal opportunity employer and will not discriminate against any employee or applicant for employment on the basis of race, color, sex, sexual orientation, gender or gender identity, religion, creed, citizenship, national origin, age, veteran status, or disability unrelated to job requirements. MSH will take affirmative action to ensure that qualified applicants are employed and that employees are treated without regard to their race, age, color, religion, sex, sexual orientation, gender identity, national origin, veteran and disability status. In compliance with U.S. Department of Labor Executive Order 11246, Section 503 of the Rehabilitation Act, and Section 4212 of the Vietnam Era Readjustment Assistance Act, MSH has developed and maintains an affirmative action program and plan.
