Responsibilities

• Responsibilities
  Communications & Workflow:

  • Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.
  • Manages incoming and outgoing correspondence, e-mails and telephone calls.
  • Communicates routine and some non-routine information pertaining to the work of the team.
  • Establishes and maintains the office filing and reference systems, both traditional and digital; and ensures the inter/intra-net websites are up-to-date and accurate.

  Calendar / Meetings / Correspondence Management:

  • Maintains office calendar and arranges meetings.
  • Takes minutes of meetings and keep the correspondence of the unit well Organized.

  Events / Logistics:

  • Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
  • Prepares background materials for participants and uploads cleared materials on the intranet.
  • Prepares and maintains agendas on meetings and events related to the work group commitments.
  • Arranges times through liaising with participants over availability.
  • Liaises with budget focal points and section over costs and needs.

  Travel:

  • Provides travel assistance to staff members in section for travel arrangements and entitlements based on the organization’s rules and policies. Liaises with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.
  • Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures.
  • Assists in the preparation of budgets on travel costs and maintains travel plan and budgetary control records.
  • Monitors travel certification and report back to the team.
  • Extracts, inputs, maintains, and verifies correctness of travel records in the organization’s travel system to ensure accurate transactions related to travel costs and staff travel.

  Invoice Processing:

  • Responsible for collecting invoices and filing documents for approval and, thereafter processing in VISION.
  • Uploads electronic files and verifies results to destination system.
  • Responds to client transaction status and other inquiries. 

  Supplies / Equipment:

  • Supports management of administrative supplies, office equipment, and updating inventory of items.
  • Ensures that services and maintenance of premises are in accordance with organizational standards.
  • Arranges for the purchase and timely distribution of office supplies. 
  • Monitors and supervises adequate and appropriate use of supplies.

  Attendance:

  • Maintains and updates a system that monitors the absence of staff.