Administrative and Finance Officer | Project Engagement  

Under the direct supervision of the Hub Lead, Technical Lead and Operations Lead, the Office Assistant position assists in maintaining efficient office operations. This position also provides basic secretarial support and other basic services related to the RGL programs.

Detail of Principal Accountabilities and Project Deliverables

1. Administrative and Logistical Support

• Provides timely administrative and logistical support to the Leads such as, but not limited to the following:
  • Assists in setting up meetings
  • Provides needed data and materials
  • Provides minutes of the meetings
  • Receives and transmits documents/letters, and papers for Leads
  • Maintains files
  • Assists in preparation of reports
  • Preparation of all necessary documentation, implementation of follow-up actions, drafting correspondence related to RGL Hub activities

2. Resource Management

• Monitors office supplies inventories & budget expenses
• Assists in preparing the yearly budget proposal
• Ensure that adequate financial controls are in place to maintain propriety and proper accountability of expenditures;
• Ensure the financial transactions are properly authorized, recorded, have adequate supporting documentation, filled, maintained and can be easily extracted for the purpose of preparing financial statements; and financial audits
• Monitor budgets and expenditures and contribute to preparation of budget revision f. Liaise with ASMPH Finance Officer to ensure compatibility of the project financial books
• Preparing and submitting timely and reliable financial documents and financial reports;
• Prepare project financial reports, statement and submit to RGL Hub Lead for clearance
• Establish a computer based monitoring system for expenditures
• Check budget lines to ensure that all transactions are booked to the correct budget lines

3. Knowledge Management

• Ensure to keep an updated inventory of course/program content
• Keeps track of curriculum review, revisions and enhancements
• Keeps database of resource persons, target markets and potential partners and sponsors of Hub courses

4. Events Management

• Prepare ingress and egress arrangements for both internal and external events / activities
• Arranges logistics for the program courses, activities, events, etc. including but not limited to, sourcing for supplies and all other logistical requirements

5. Partnership Management

• Assist the RGL Core Team in efforts to increase the endowment fund annually that will eventually be able to fund a national program on Primary Care
• Assist the RGL Core Team in developing and maintaining partner relationships

6. Liaise with ASMPH and ADMU central support offices (such as Central Accounting, Central Purchasing, etc.)

• Check and ensure that all procurement processes and expenditures of the project are in accordance with the ADMU procedure. This includes ensuring receipts to be obtained for all payment

7. Carry out any other administrative/financial assignments as requested by the RGL Hub Lead, Technical Lead and / or Operations Lead

Description of Education, Competence, and Experience required

• College graduate, with a Master’s Degree and/or other equivalent qualification/s
• Experience in finance and administrative functions
• Experience with donor funded projects will be an added advantage
• Demonstrated experience in procurement and preparation of financial reports and budget variance analysis;
• High integrity, strong result orientation, drive for excellence and takes initiative;
• Excellent communication and analytical skills