Administration and Financial Assistant
Job Description
Employment type: Consultancy
Duty station: St. George’s, Grenada
Reports to: Project Manager
Scope of work:
Main financial assistance duties:
- Keep records of project funds and expenditures, and ensure all project-related financial documentation are well maintained and readily available when required by the (Project Manager);
- Review project expenditures and ensure that project funds are used in compliance with the Project documents and financial rules and procedures;
- Validate and certify forms before submission ;
- Provide necessary financial information as and when required for project management decisions;
- Provide necessary financial information during project audit(s);
- Review annual budgets and project expenditure reports, and notify the Project Manager if there are any discrepancies or issues;
- Consolidate financial progress reports submitted by the responsible parties for implementation of project activities;
- Liaise and follow up with the responsible parties for implementation of project activities in matters related to project funds and financial progress reports;
- Prepare regularly scheduled reports;
- Provide general support to the Project Manager;
- Take accurate minutes of meetings;
- Research and create presentations;
- Organize and schedule appointments and meetings;
- Carry out administrative duties such as filing, typing, copying, binding, scanning, etc;
- Conduct the necessary research in order to advise on appropriate travel itinerary;
- Book conference calls, rooms, taxis, couriers, hotels, etc.;
- Handle sensitive information in a confidential manner; and
- Conduct data entry.
Reporting Skills
- Administrative Writing Skills
- Proficiency in Microsoft OfficeAnalysis
- Professionalism
- Problem-Solving
- Verbal Communication
- Office Administration Procedures
- Typing
- Attention to Detail
- Accuracy
- Multitask
- Teamwork
- Discretion and Judgment
- Patience
- Resourcefulness
- Anticipates Needs
- Emotional Intelligence
- Flexibility
- Editing and Proofreading
Qualifications & Experience:
- Proven administration or assistant experience
- Knowledge of office management systems and procedures
- Excellent time management skills and ability to multitask and prioritize work
- Attention to detail and problem-solving skills
- Excellent written and verbal communication skills
- Strong organizational and planning skills
- Proficient in MS Office
- At least 5 years of experience in the field or in a related area
- College degree preferred
2 references are required. Only shortlisted candidates will be contacted.
Deadline: January 6th, 2024
Applications must include CV and a Cover letter, in PDF format only.
