This position will require someone to be able to start immediately, and is a 9 month contract.
Please kindly forward your CV with a cover letter to [Email Address Removed] or apply directly.
Key Responsibilities
Enhanced Efficiency:
- Innovate and streamline systems, processes, and policies to align with our company mission.
- Provide unwavering support to improve management reporting, information flow, business processes, and organizational planning.
- Manage daily accounts receivable and payable operations in collaboration with Finance, Business Support, and NetSuite.
- Offer financial administration support, such as processing travel claims, invoices, and purchase orders in NetSuite.
- Maintain a systematic filing system for project expenditures and aid in tracking income and expenses.
- Prepare monthly trial balances and income statements for project funds, sharing this information with the relevant Programme or Project Managers.
- Coordinate submissions through the Project Approval Process, facilitating approvals for new projects, amendments, disbursement contracts, and more.
- Act as a rotational third spotter in Project Administration Meetings, contributing to drafting meeting minutes and agendas.
- Assist the Project team in coordinating income and disbursement agreements and their execution.
- Ensure the Project team meets donor reporting requirements by tracking income and report deadlines.
- Collaborate with the Project team to create funding proposals, new grants, and project numbers in NetSuite.
- Keep funding proposals, grants, and existing project records updated.
- Maintain contact records in NetSuite, ensuring accuracy and accessibility.
- Provide day-to-day administrative assistance to the Project team.
- Draft project disbursement contracts and addendums.
- Monitor income agreement dates and ensure income is allocated correctly.
- Maintain organized electronic and paper filing of contracts, invoices, payments, reports, and correspondence.
- Handle travel arrangements for Project staff and third parties, both national and international.
- Process Project staff travel expenses and kilometer claims, working closely with the finance department.
- Assist in coordinating meetings, events, and workshops with major partners, from invitations to catering.
- Uphold and guide the Project team in adhering to organizational processes and procedures.
- Manage financial administration for income, disbursement projects, and events.
- Provide backup support to the Programme Coordinator's Climate Action Portfolio.
- Update and input data for the Project team as needed.
- Gather information for organizational reporting and audits.
- Offer support and training as necessary.
- Diploma or Degree in Business Administration, Logistics, or Operations.
- 5 to 8 years of Senior Administrative and/or PA experience, including project coordination, organization, planning, and financial administrative skills.
- Proven experience in implementing and improving administrative processes and systems.
Technical Skills:
- Proficient in verbal and written English communication.
- Technologically adept, including tools like NetSuite, Webex, Skype, MS Office, CRM, MS Outlook, video conferencing, and teleconferencing.
- Results-driven and skilled in managing conflicting deadlines.
- Financial Administration
- Logistics
- Project Logistics
