Admin Assistant Compatible Full-Time

The Helen Keller International is hiring a Admin Assistant Compatible.

Nature of Work: Support Finance and Operations department in HKI Mozambique Office

Position title: Admin Assistant Compatible

Position Job Grade: Grade F

Report directly to: Finance Officer

Collaborate with: All Staff

Major Tasks and Activities

Finance and Accounting

• Assist in entering all transactions, including payments, advances, liquidations, cash receipts into financial accounting software on a daily basis ensuring all records are complete before leaving the office at the end of each working day.
• Assist in review coding of all transactions before entry into the financial system and in case of concerns verify with budget holders.
• Assist in review activity requests and prepare bank vouchers for payments.
• Review all receipts and invoices for accuracy and veracity.
• Assist to ensure office financial filing is accurate, retrieval of documents is easy and filing is always kept up- to-date, with no unfiled documentation at the end of each working day.
• Assist to cashflow to ensure there are always adequate funds in bank accounts for any outstanding payments.
• Reconcile all bank accounts monthly against bank statements, review for any long outstanding unclear items and submit to management for approval.
• Review all liquidation reports for accuracy.
• Manage MPESA payments and prepare reconciliation at month end for approval by management.
• Provide support to the Finance Officer to ensure staff account balances are reconciled.
• Ensure all accruals and prepayments are accurately recorded each month.
• Support Finance Manager with preparation of month end financial package.
• Raise payments based on invoices/ LPOs.
• Prepare BV’s for all transactions raised for payment for M-pesa and Online banking.
• Facilitate timely payment of activities through M-pesa and vendor payments through online banking.
• Gent to HKI bank for transactions that require to be presented physically to the bank eg TISS, cash withdrawal, bank correspondence (in some cases).
• Support with tasks directed by Supervisor.

Office Administration

• Assist in Managing Asset Panda for inventory counting.
• Assist in project supplies and office inventory, ensuring it is always kept up to date with new additions and disposals.
• Assist to physical verification of inventory items and report any discrepancies between physical count and inventory list.
• Assist in Petty Cash handling.
• Assist in other administrative tasks as requested by Supervisor.

How to Apply

• Interested candidates to send their cover letter and a Curriculum Vitae.
• Please indicate the position on the subject line of the email.