Administrative Support Assistant

The selected individual will perform specific activities under the supervision of Resource Planning & Administration Specialist and in collaboration with the Administrative Team. It will include but not be limited to:

Reception Duties:

1. Performs reception activities (greet and direct visitors; answers incoming/outgoing phone calls, offer coffee)
2. Responds to inquiries from callers and visitors and provide necessary information in relation to the Bank
3. Prepares standard replies to mail requests; search and locate back-up documentation as needed
4. Responsible in all activities related to video conference scheduling
5. Assists in the monitoring of the security guards ensuring they maintain the daily time sheet for personnel and visitors log

General Administrative Support:

1. Reviews invoices for goods and services received, apply accounting details, then initiates payment to service providers in SAP for approval
2. Runs required report to complete wire or check payment to vendors, contractors and consultants for goods and services received
3. Liaise with vendors confirming wire transfer deposit and contact the local bank to determine delay.
4. Files all invoice payments and reports generated from the financial system.
5. Assists in filing of contract documents for consultancies
6. Responsible for the filing of Accounting documents
7. Responsible for the external event planning and assist with the internal events
8. Coordinates the use of the conference and meeting rooms, including setup and catering needs
9. Assists in the preparation of materials for meetings such as collecting, compiling and copying documents
10. Acts as the Petty Cash Custodian and makes approved payments within the prescribed limit and records accounting details to be charged
11. Prepares and submits monthly GST Report requesting refund of sales tax paid on invoices for goods and services provided to the Bank and International Staff
12. Assist with the management of the stock and assets inventory

In the absence of the Representative/Records Assistant:

1. Holds over to ensure continuity support to the Representative
2. Assists in classifying, storing, and retrieving Bank information in the Country Office.
3. Assists with the quality control review of electronic documents
4. Assists in filing physical and electronic documents in accordance with the Bank’s record’s classification system and filing procedures and policies
5. Ability to build and maintain positive relationships and networks within and outside the Bank

Requirements:

• Bachelor’s Degree in Business Administration
• 5 years of experience in standard administrative and operational procedures
• Mature and discreet
• Highly proactive and detail oriented
• Strong organizational and planning skills
• Strong multitasking skills

Application Deadline:  Wednesday, July 11, 2018

Send applications to: cso-cs@fusionhumanresources.com