Administrative Officer

PURPOSE OF THE POSITION
The Administration Officer is responsible for maintaining day to day financial, accounting, administrative and personnel services in order to meet reporting standards and support WHoL operations.
 
SCOPE
The Administration Officer reports to the Executive Director and is in charge for preparing daily reports from news listening, maintaining cash controls supervising the payroll, purchasing, maintaining accounts payable and managing office operations, assisting with preparation of monthly financial statements of the organization, and responsible for operational and personnel administration. The Administration Officer must work within organizational policies and procedures and in compliance with internal and third-party confidentiality agreements.
 
RESPONSIBILITIES
 

Supervise administrative services within the Executive Director

Manage the filing, storage and security of documents
Respond to inquiries
Manage the repair and maintenance of computer and office equipment
Maintain billing reminders
Issue petty cash withdrawals
Manage the office and operational needs
Assist with preparation of meeting
Report Minutes of Meeting when attending any meeting 

Administer contacts files in order to ensure an effective communication base

Administer Contacts
Management Contacts Data
Updating Contacts (Business Cards and Electronic Databases)
Maintain open channels of communication
Drafting and reviewing communication letters and occasional greetings

3. Administer and monitor the financial system in order to ensure that the operational expenses are maintained in an accurate and timely manner.

Assist with preparation of the budget 
Implement financial policies and procedures 
Establish and maintain supplier accounts
Ensure transactions are properly recorded and entered into the books
Maintain financial files and records

Perform other related duties as required, such as:

Prepare daily news listening reports
Conduct topic research and personal briefings in preparation to meetings

 
KNOWLEDGE, SKILLS AND ABILITIES
Knowledge
The incumbent must have proficient knowledge in the following areas:

office administration
computerized accounting sheets
generally accepted accounting principles
an understanding of the cultural and political media
an understanding of Non-Governmental Organizations and the nature of the work

 Skills
The incumbent must demonstrate the following skills:

supervisory skills
effective verbal and listening communication skills
effective written communication skills
team building
analytical and problem solving
decision making skills
computer skills including the ability to operate computerized communication, spreadsheets, word-processing programs at a highly proficient level
stress management and time management skills
attention to details

Personal Attributes
The incumbent must maintain strict confidentiality in performing the duties of the Administration Officer; upmost confidentiality is imposed by both the organization and the third parties. The incumbent must also demonstrate the following personal attributes:

be honest and trustworthy
be respectful and principled
possess cultural awareness and sensitivity
be flexible
demonstrate sound work ethics

The Administration Officer must normally attain the required knowledge, skills and attitudes through completion of a Diploma in Business Administration, Accounting or Communication Studies and/or decent working experience in a Non-Governmental Organization or related field.