The Administrative Support Assistant will perform specific activities/responsibilities under the supervision of Resource Planning & Administration Specialist and in collaboration with the Administrative Team.

Roles and Responsibilities:

Reception Duties:

•  Performs reception activities (greet and direct visitors; answers incoming/outgoing phone calls, offer coffee)
•  Coordinate main phone line
• Responds to inquiries from callers and visitors and provide necessary information in relation to the Bank.
• Provides information about Bank programs and projects to the general public using available internal/external information sources.
• Access to Information Policy: Promotes and verifies adherence to policy for supplying information, ensuring safety.
• Prepares standard replies to mail requests; search and locate back-up documentation as needed
• Registers all inquiries that were made on a weekly basis
• Responsible for the monthly communication report.
• Coordinates and process all incoming and outgoing pouch from/to Headquarters
• Responsible for Siscor processes updates and Siscor correspondence inputs.
• Assist with the registration of the outgoing mail in the mail registry booklet
• Coordinates and process all incoming and outgoing pouch from/to Headquarters
• Assist with the news correspondence and the bulletin board;
• Responsible in all activities related to video conference scheduling;
• Responsible for the news correspondence and the bulletin board;
• Assist with the credit 360 report
• Assists in the monitoring of the security guards ensuring they maintain the daily time sheet for personnel and visitors log

General Administrative Duties:

• Reviews invoices for goods and services received, apply accounting details, then initiates payment to service providers in SAP for approval
• Assists in creating Shopping Carts for approved contracts for goods and services upon receipt of proper documentation and submit for approval.
• Runs required report to complete wire or check payment to vendors, contractors and consultants for goods and services received.
• Liaise with vendors confirming wire transfer deposit and contact the local bank to determine delay.
• Submits ticket via Service Now for transactions, including payments to vendors that were not processed in the SAP system to determine error and resolve.
• Assists in filing of contract documents for consultancies
• Prepares disbursement requests for deliverables received in support of consultancies funded under C&D funds
• Assists in maintaining a databased of all contracts to track payments, deadlines, hiring categories, amendments and reports.
• Responsible for the filing of Accounting documents
• Assists with the creation of LOA’s and firm contracts
• Responsible for the external event planning and assist with the Internal events
• Coordinates the use of the conference and meeting rooms, including setup and catering needs
• Assists in the preparation of materials for meetings such as collecting, compiling and copying documents
• Petty Cash Custodian. Makes approved payments within the prescribed limit and records accounting details to be charged
• Uses specific spreadsheet to register daily expenses; and replenish petty cash on a timely basis ensuring funds are always available for daily small expenses.
• Assists in the selection of goods and services, by requesting quotes from local service providers
• Verifies vendor selected is in the Bank’s financial system; if not obtains required information and submit to AP Vendor for creation.
• Ensures vendor information in the SAP system is updated; if not request updated information and submit to AP Vendor for update
• 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.
• Assists with the timely reporting and verification of monthly administrative reports.
• Assist with the management of the stock and assets inventory;
• Assists in the yearly inventory of office furniture and equipment
• Assists in identifying maintenance needs for the Country Office facilities, which includes the furniture and equipment.
• Assists the Resource Planning Senior Admin in the planning and execution of the Country Office Administrative budget. During the preparation process, assists in researching cost and trends of goods and services; and obtains quotation for goods and services identified.
• Ensures replenishment of paper for photocopy machine and printers
• Acts as back up to all administrative activities of the Office.
• As a team member you may be assigned to hold over for the Records Assistant if they are absent; other duties within your capacity to ensure the overall objectives of the Country Office are met may be assigned.

Qualifications:

Associate’s  Degree in Business Administration or related field.

Experience:

Minimum of 3 years experience in related field.

Competencies

Self motivated

Excellent planning and organizational skills

Ability to work well under pressure and meet deadlines

Salary will be commensurate to qualifications and experience.

Location: Belize City (candidate must be resident of Belize City)

Deadline: Wednesday, January 25th, 2023

Email resume or CV to : fusionhrbelize@gmail.com or cso-cs@fusionhumanresources.com