Job Summary:

We are seeking a highly organized and motivated Administrative and Finance Assistant to provide comprehensive support to our team. In this role, you will be responsible for managing daily administrative tasks, assisting with financial processes, and contributing to the smooth operation of our office.

Responsibilities:

Administrative Support:

Manage calendars and schedule appointments
Prepare and organize documents, reports, and presentations
Maintain office supplies and equipment
Ensure up-to-date certificates and records are available
Assist with travel arrangements

Bid Management and Business Development support

Coordinating the end-to-end bidding process, including follow up on internal deadlines and delivery of sub-tasks and necessary information from internal stakeholders
Maintain active and up-to-date registration profiles on various procurement and contracting portals by key clients
Maintain online repository of all organisational documents required for bid and grant application submission
Managing internal and external resources and timelines to ensure on-time and high-quality proposal submissions
Support in the identification of qualified experts based on required profiles, ensure the relevance of their expertise and the supporting references
Identify potential project partners and coordinate with selected partners on the provision of all required administrative and technical documentation.
Maintaining comprehensive and accurate bid documentation, including technical and financial files, key experts, and administrative experts

Financial Assistance:

Process invoices and expense reports
Maintain office petty cash
Assist with accounts payable and receivable
Maintain financial records and filing systems
Prepare basic financial reports
Manage communication with accountants and auditors where needed
Other duties as assigned.

Qualifications:

Education: University Degree in Business administration of similar field
Experience: 2 years of experience in an administrative or finance assistant role
Previous experience in NGO is desireable
Languages: Excellent English language skills are essential.

Skills:

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Excellent written and verbal communication skills in English and French
Strong organizational and time management skills
Ability to multitask and prioritize tasks effectively
Detail-oriented with a high degree of accuracy
Ability to work independently and as part of a team

Administrative and Finance Assistance