Duty Station: Dire Dawa
Duration: until December 31, 2018 with a possibility of extension
Under the direct supervision of the Base Manager, the Secretary/Cashier has the responsibility to support and assist the project staffs and managers organizing their work. S/he is also an important bridge between the organization, and its donors and stakeholders clients. And also is responsible for maintaining cash in accurate and efficient manner to safeguard the organization’s main asset.
Major duties and Responsibilities
SECRETARIAL
· Carry out all secretarial duties.
· Register and dispatch the ‘incoming’ and ‘outgoing’ documents in the office, to sites and concerned bodies
· Draft and type any letters on request and perform word processing tasks
· Translate letters in Amharic/English and English/Amharic
· Receive visitors in the office and arrange appointments
· Take and type minutes of meeting
· In charge of proper filing of HI documents both in hard copy and electronically.
COMMUNICATION
· Ensure the communication within and between site offices.
· Make and answer telephone calls, transfer them or take written messages and forward them to the relevant persons.
· Update the contact addresses on database.
· Manage the internal notice board
· Keep track of documents and be in charge of the file archive
· Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, and filing.
· Maintain file and backups
CASH MANAGEMENT
· Make payments (cheque or cash) according to the organization’s rules
· Manage and follow up activity advances
· Check and analyze the bills and supporting documents: verify the amounts, description, period, name …
· Collect advices, cheque books and bank statement from the bank
· Maintain the daily books of accounts in the cash books
· Make cash count with Base Manager on a weekly basis
· Make sure that enough cash is available in the cash box at all times
· Manage cash movements, supplying the sites (transfers, advances), and the amounts in circulation under the control of the Field Administrator.
· Prepare acknowledgement of debt and telephone bill reimbursement summary.
ADMINISTRATIVE
· Responsible of store-keeping the office stationary and do inventory at the end of each month
· Make travel arrangements and bookings for staffs coming and going to and from field office.
· Update the absences attendance and leaves table for staff under the instructions of Base Manager
OTHER
The employee is expected to be flexible according to program’s needs and to accept extra-duties, temporarily or primal respect of working hours and workload.
College diploma in Secretarial Science and Office Management from recognized college
Good Knowledge of speaking and writing English and Amharic.
Computer Skills: Proficiency in using MS word, Excel, Access, Publisher, Internet and email, Amharic Software and other relevant software
· Must be able to work independently, proactive, detail oriented, patient and solution focused