POSITION SUMMARY 

The administrative assistant plays a key role in the good management of the organization, they oversee the internal organization and the management of administrative tasks and the daily functioning of the organization. The work is primarily routine and performed according to clearly stated guidelines or procedures. They provide basic logistical, administrative, and/or technical support to the team.  The tasks and activities of the assistant are subject to direct supervision and regular review. They are responsible for the management of assets in their charge, such as petty cash, vehicles, or field and office equipment.

RESPONSIBILITIES

Providing secretarial work

• Receipt and dispatching mail (letters, invoices), filing, distributing, and sending mail.
• Correspondence, handle telephone calls and organize meetings.

Petty Cash Management:

• Preparation of the “Petty Cash Order”.
• Maintain petty cash and cash book and disburse cash.
• Provisioning and weekly shutdown of the cash register.
• Periodic shutdown of petty cash and reconciliation with accounting.
• Ensuring the conformity of cash-supporting documents before sending to the accounting department.

Follow-up of advances to staff and others

• Monitoring of the status of advances given to staff (purchase, mission).
• Keeping payment register and processing daily payments to the bank.
• Manage payment of invoices.
• Follow payment procedures: purchase requisition, PO, RMR, contract, and invoice.
• Preparation of cheque requests and distribution of cheques according to requests.

Vehicle fleet management

• Compliance with CI procedures in terms of vehicle use, (verification of fuel requests prepared by the driver, monitoring of the use of fuel cards, fuel consumption of each vehicle) consumption).
• Verification of fuel consumption reports and preparation of monthly consumption reports.
• Complete vehicle management databases.
• Verification of periodic maintenance and maintenance expense reports per car (Collection of duplicate repair invoices per car and make a record of them).

Coordination of daily tasks and missions

• Follow-up of daily logs: tracking of daily vehicle movements against vehicle requests, tracking of vehicle use, etc.
• Follow-up of insurance, technical inspections, and periodic maintenance of each vehicle.
• Supervise drivers and housekeepers.
• Ensure the logistical management of travel and workshops.
• Other duties as assigned by supervisor.

WORKING CONDITIONS

• Perform out-of-office missions, when necessary, e.g., for meetings organized by technical staff.
• Work outside of normal working hours, for example during audit periods.
• Guidance on flexible work arrangements will be shared during the interview process.
• This is a fixed-term assignment.

QUALIFICATIONS

Required

• 2 to 4 years of experience in Administration field.

Preferred

• Bac + 2 in Administration or Secretary.
• Solid knowledge of office automation tools (word processing, spreadsheet, PowerPoint).
• Note-taking ability and mastery of fast writing techniques.
• Good oral and written communication in French and English.