 Administrative work related to: Updating staff in/ out notice board, ensuring staff and officesecurity compliance, logs in and file all incoming mail. Acting as back-up office manager➢ Supports department (Finance/Communications/Human Resources, IT, Transport etc.) withclerical and administrative as needed➢ Opens and closes office as required and ensure all security are activated daily by office closure➢ Manage the switchboard / arrange coverage as needed➢ Greets and directs guest to appropriate areas and staff offices➢ Answer phone, transfer calls, and takes messages as required➢ Maintains and update the staff in/out board in the reception area➢ Values and promotes confidentiality of information➢ Answer donor call for Development and Communications department as needed; accuratelywriting down requests and clearly communicating messages to the department➢ Other duties as assigned➢ Maintains office stationery and cleaning materials inventory and informs Office Manager whenthey need to be replenished.➢ Works closely with the Cleaners, directing them in their daily tasks and assist them to maintainthe cleaning materials inventory for the office.Assist Finance with the monthly scanning and filing of requisitions to HQ.➢ Assist Finance with VAT claims - capturing VAT for Ministry of Finance reimbursementsubmissions – ITAS knowledge➢ Assist HR with the management of advertisement enquiries and screening applications forcompleteness.➢ Assist with procurement activities as and when required➢ Ordering of office supplies➢ Making appointments, reservations and travelling arrangements➢ Taking minutes at meetings where so required➢ Support finance department with sourcing of quotations and prepare requisitions accordingly inline with PHN procurement matrix allowance.➢ Maintain inventory of office equipment and supplies➢ Filling and safe-keeping of all documents where so required➢ Assisting with managing the Project HOPE Facebook page

 Perform administrative duties – provide secretariat services Typing of manuscripts, screening and channeling of all calls and visitors Making of photocopies and the collecting/delivering of documents Filing and safe-keeping of all documents where so required Updating of diaries and other sources of reference Maintain a company calendar and schedule appointments  Take accurate minutes of meetings  Making appointments, reservations and travelling arrangements Distribute and store correspondence (e.g. letters, emails and packages)  Ensure company safety standards and metrics are maintained Order office supplies  Schedule in-house and external events Handling all client’s invoices and payments providing administrative support to ensure efficient operation of the office Follow up and collecting payments from clients Coordinate office procedures Completion of monthly PAYE, Import VAT as well as VAT every second month Daily capturing of bank statements + weekly reconciliation of bank accounts Quotation, Requisition and Order discrepancies and reconciliation Knowledge of logistics systems, Understanding of transportation limitations and regulations Coordinate and track movement of goods Review freight rates and other transportation costs to keep working costs low Execute logistics plan to move products and packages to reach destinations on schedule Send order to suppliers and confirm delivery date Expediting of outstanding orders and liaises with stores concerning delivery Monitoring orders, compiling sales reports Ensure timely delivery of supplies to stores Performing any other administrative duties which may be assigned

Filing, Photocopying Determine the nature of inquiries and provide general information.Receive, direct and/or assist walk-in clientsProvide external connections for staff and answer internal queriesdirected to the Switchboard .Maintain effective telephone messaging system.Develops, implements and maintains record of all administrativemail and office documentsEnsure accurate redirection of calls made to the companyOverall responsibility for filing and record retentionAttending and Distributing of all incoming callsDistribute Incoming / Outgoing letters & FaxesCategorize, post, supervise cash and bankingManaging of the Reception area