Job information

I. Major Functions:

Focusing on achievement of programme implementation and administrative management, the Administrative Officer will perform varied administrative tasks requiring initiative and independent judgment. Administrative Officer should be able to work independently under general direction, plan and arrange meetings, administer budget and account expenditures, prepare financial reports, maintain official records, and implement administrative policies. He/ She may have contacts with high-level administrative officers requiring use of formal vocabulary, tact, discretion and judgment.

Under the guidance of the Head of Administrative Support and the Head of the Climate Change Cluster, the Administrative Officer is to ensure the efficient delivery of the following tasks:

II. Main Duties and Responsibilities:

Programme Administration and Support

A. Finance and Budget Implementation: (40%)

• Administer contracts period and payment to partners, network, and service providers;
• Process routine admin/finance transactions, invoices, and travel support documents;
• Liaise with the finance department of AIT to ensure that funds are received and disbursed in a timely manner;
• Compile, review and track financial expenses to formulate financial reports and ad hoc reports, according to the format prescribed by donors. Ensure completeness of supporting documents, alignment of expenditures with the budget and donor requirements, and availability of funds;
• Assist in project budget preparation, revision and administration. Continuously monitor project budgets, with preparation of monthly reports for internal use. Provide timely advice regarding the use and distribution of funds;
• Identify operational and financial problems and develops practical solutions;
• Maintain an efficient and sound financial recording system;
• Coordinate with auditors as required.

B. Meetings and Logistical support: (40%)

• Prepare requests for staff memebers’ travel authorization and settlement, and follow up on mission reports;
• Assist in the organization of seminars, training programmes, workshops;
• Support the coordination and maintain effective communication and relationships with partners, participants, and vendors;
• Liaise with hotels for various event organization logistics and packages. Ensure reservations are confirmed and appropriate, and accurate bills forwarded for further payment process;
• Liaise with participants regarding travel, visa arrangements, and coordination of the meeting venue and conferencing services;
• Assist in the preparation of and send out invitation letters, initial information, confirmation letters.  Upload documents to a meeting’s website;
• Compile and set up meeting documents and publications; prepare name badges and table plates, acquire stationeries;
• Submit an event’s budget to request cash advance;
• Collect copies of passports, air tickets, visa stamp pages of participants for DSA distribution, travel reimbursement and promissory note settlement.

C. Programme Support (10%)

• Assist programme staff in the preparation and finalization of contract/project documents ensuring that appropriate rules and regulations of the Centre as well as requirements of agreements with donors and the consultants are well perceived;
• Maintain an efficient filing system, programme documents, financial documents, and correspondence;
• Assist in monitoring and compilation of Programme’s Key Performance Indicators.

 Office Administration (10%)

D. Office management

• Advise staff members on the Centre’s policies, procedures, rules, regulations, and laws affecting the organization;
• Respond to all inquiries, or direct inquiries without delay;
• Organize correspondence in a priority order; exercise discretion in ordering documents for immediate action and forward pertinent correspondence directly to associates for their attention and follow up;
• Greet visitors to the office in a friendly and professional manner; seek to assist visitors and serve as a referral bridge when necessary; provide accurate information to visitors;
• Provide expert guidance and leadership to junior staff, and newcomers;
• Assist in completion of time attendance and daily leave reports.

E. General Administrative Support

• Manage the filing, storage and security of the Centre’s documents; update a staff directory, partners contact addresses, and correspondence controlling log;
• Coordinate and arrange meetings, conferences, teleconferences; confirm all appointments via e-mail and/or telephone;
• Involve in the planning and implementation of the procurement plan of office equipment, supplies and services; and maintain an inventory list;
• Arrange transportation, travel, communications, technology support, and provision of service requirements, and coordinate with appropriate service oriented mind;
• Maintain the meeting room reservations, equipment, and cleanliness;
• Manage telephone records, checks and distributes incoming faxes;
• Dispatch mails and parcels, and record in an incoming and outgoing log sheet.

Perform other duties as required

Required Skills and Experience

Education

• Bachelor degree in business administration, or related

Experience     

• At least 5 years of relevant experience in administrative services
• Experience working in a multi-disciplinary and multi-cultural environment
• Experience in supporting small project teams
• Experience in working collaboratively with team/partners

Language

• Excellent oral and written communication skills in English

Skills

• The incumbent must demonstrate the following skills:
• Team work
• Analytical and problem solving skills
• Decision making skills
• Effective verbal and listening communications skills
• Effective written communication skills
• Computer skills including the ability to operate computerized accounting, spreadsheet, and word processing programmes at a proficient level
• Stress management skills
• Time management skills
• Excellent interpersonal skills
• Attention to detail and high level of accuracy
• Highly effective organizational skills

Personal Attributes

• The staff must maintain strict confidentiality in performing the roles and duties of the Administrative Officer. The incumbent must also demonstrate the following personal attributes:
• Be honest and trustworthy
• Be respectful
• Possess multi- cultural awareness and sensitivity
• Be flexible
• Demonstrate sound work ethics
• Work well under pressure

Others Requirements

• Manage and prioritizes multiple tasks that have been assigned;
• Maintain timetables and ensures all deadlines are met. Must be flexible and display initiative while working on new tasks;
• Administrative tasks should be accomplished carefully and thoroughly.