Cameroon Administrative Officer
The Administrative Officer will ensure the efficient day-to-day operation of the office, and supports the work of management and other staff.
Reports to Executive Director
Primary Duties and Responsibilities
Reception and Communication
• Answer general phone inquiries using a professional and courteous manner
• Direct phone inquires to the appropriate staff members
• Reply to general information requests with the accurate information
• Greet clients and visitors in a professional and friendly manner
• Maintain internal and external contact lists
• Send out monthly newsletter
Office administration
• Use computer word processing, spread sheet, and database software to prepare reports, memos, and documents
• Sort incoming mail, faxes, and courier deliveries for distribution
• Prepare and send outgoing faxes, mail, and courier parcels
• Forward incoming general e-mails to the appropriate staff member
• Purchase, receive and store the office supplies ensuring that basic supplies are always available
• Code and file material according to the established procedures Update and ensure the accuracy of RFA's databases
• Back-up electronic files using proper procedures
• Provide secretarial and administrative support to management and other staff
• Make travel, meeting and other arrangements for staff
• Coordinate the maintenance of office equipment and maintain asset lists and inventory of property
• Ensure that office bills are paid in a timely manner and arrange for repairs/maintenance as necessary
• Maintain monthly calendar for the organization
• Assist with human resource management when appropriate (e.g. maintain staff log book)
• Assist with planning and organizing events/logistics as requested
Assist with financial management
• Use computer software to prepare invoices and financial statements
• Code and file financial material according to established records management procedures
• Process accounts payable ensuring timeliness and accuracy of information
• Process accounts receivable ensuring timeliness, accuracy of codes and appropriate backup
• Prepare accurate bank reconciliations and deposits
• Administer petty cash according to established procedures
• Assist with financial reports as required
• Month end duties as required
Provide Board/ Weekly staff meeting support
• With the Executive Director, prepare meeting agendas and supporting material for distribution
• Ensure the timely distribution of material to the Board and/or staff
• Draft minutes of Board meetings for review by the Executive Director
• Draft minutes of weekly staff meeting for review by the Executive Director
• Create agenda for weekly meetings
Qualifications
Education
• High School Diploma or undergraduate degree in a relevant field
• Post secondary education in business, computers, or office management is an asset
• Excellent written and spoken French and English
Knowledge, skills and abilities
Should possess strong organization and communication skills
Should either be highly proficient in the use of basic Microsoft Office programs OR have a strong desire and willingness to learn.
Proficiency in the use of computer programs include:
• Word processing
• Databases
• Spreadsheets
• Bookkeeping
• Internet
Proficiency in the use of office equipment:
• Computer
• Voice messaging systems
• Fax
• Photo copier
Personal characteristics
Administrative Assistants should demonstrate competence in some or all of the following:
• Flexibility: ability to take direction and perform a variety of tasks to assist different members of the organization
• Ability to multi-task: should be able to handle many different tasks at once
• Takes Initiative: should have a pro-active attitude and be able to identify opportunities to assist the organization in the daily running of its operations when not given direction
• Behave Ethically: Understand ethical behaviour and business practices and ensure own behaviour and the behaviour of others are consistent with these standards and align with the values of RFA.
• Build Relationships: Establish and maintain positive working relationships with others both internally and externally to achieve the goals of RFA.
• Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
• Focus on Client Needs: Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within RFA’s parameters.
• Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.
• Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of RFA.
• Organization: Set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities.
• Plan: Determine strategies to move RFA forward, set goals, create and implement actions plans, and evaluate the process and results.
• Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem. Experience
• 1-3 years experience in an office setting, preferably in a non-for-profit organisation and/or in Cameroon
A stipend in accordance with local salaries will be provided.
Please send your CV and Cover Letter to: secretariat@rightsforall.net
See our website for more information: www.rightsforall.net
Post a Comment