Task or Responsibility
1. Financial Management
- Manage petty cash ensuring an adequate supply of cash on hand, tracking and recording all payments and maintaining files.
- Carry out office errands as needed; i.e. vendor payments, banking, statutory payments and purchasing materials.
- Maintain a strong filing system by ensuring that all financial records are stored in a systematic and logical manner, and kept up-to date, to provide a clear audit trail.
- In consultation with the Executive Director assist the external accountant in preparation of Annual Audits.
- Ensure timely and consistent communication with the Executive Director on requests and updates to enable smooth financial operations.
2. Administrative Support
- Manage office supplies by anticipating requirements and maintaining adequate inventory of stationary supplies to ensure the office is well resourced.
- General office management by ensuring cleanliness in the office, overseeing repairs, preparing logistics for meetings, managing of the lunch program and answering the office phone.
- Recording and updating employee information on file.
- Manage the office library by cataloging books and maintaining a record on allocation of materials to staff.
- Maintaining a record of reliable vendors and service providers such as internet providers, City Council, printing services and insurance companies to enable smooth office operations.
- Elevate issues/concerns on administration and operations as needed.
- The office is well maintained and adequately resourced.
3. Equipment/Asset Management
- Maintaining the asset register and overseeing storage, issuing and return of assets to/from staff.
- Coordinating maintenance services of office machines; laptops and printers to ensure that equipment is safe and in good working condition.
- Conducting a weekly backup of Dropbox files on the office hard drive.
4. Program Support
- Ensure program team is adequately supported through timely response to financial or material requests for program implementation.
- Ensure that program expenses are recorded, expenditure reconciliation is completed and program receipts are filled accordingly.
HOW TO APPLY:
Please email your resume/CV and cover letter to jobs@dignitasproject.org. The subject line of your email should be: [Last Name, First Name – Finance and Operations Assistant Application]. Applications will be reviewed on a rolling basis – thus, early applications are highly encouraged.
In-complete applications will not be considered. Only shortlisted candidates will be contacted for interviews.
