Admin Finance Assistant

• Support the preparation of bookkeeping of HEKS/Office and projects under the guidance of the Admin Finance Officer according toHEKS/EPER policy


• Handle the petty cash at the HEKS Office, register and file in line with the applicable procedures of HEKS/EPER


• To carry out the administrative organization of all data on payments and receipts of the office costs and keeping records of all financial data


• To compile various financial documents, verify their accuracy, and ensure compliance with established policies


• Responsible for managing the office P.O box

Logistics

• Responsible for the office maintenance and other office related services.


• Ensure that HEKS/EPER capital asset inventory information is recorded. Ensure the proper use and maintenance of HEKS Office equipment and office supplies, bringing any problems to the attention of the Admin Finance Officer


• Assigning equipment to new staff and ensuring proper hand over of assets from leavers


• Maintain cars of HO insurance, license and any other related issues, through contract management of service providers


• Under the guidance of the Admin Finance Officer to ensure that HEKS Office purchases & services are done according to HEKS/EPER policy


• Administrative support regarding the logistics (accommodation bookings, transport, visas) of program activities during visits from HQ delegations.


• Document meetings and other activities of HEKS/EPER and share with relevant stakeholders


• Ensure permits, visas for HEKS/EPER staff and partners are issued on time


• Ensure the contact list of the office and staff are up to date and shared regularly with staff

 Partners

• Maintain an appropriate filing system for the project documents (Proposals, Narrative reports, Financial reports) to accommodate all aspects of the HEKS/EPER work


• Support the Program Director and Admin/Finance Officer in organizing and conducting consultants’ and partners’ visits, training sessions and meetings


• Maintain and update contact details of partners


• Support the Admin Finance Officer to follow-up with partner on project implementation including field visits and report review

Other

• The employee may be asked to perform duties and tasks not covered in this job description as well as to provide support in other areas when necessary