The main purpose of the job is support in smooth operation of NHSSP Office in Province.

Main duties

Administrative Support

• Managing the official e/mails and document system (e/filing of incoming and outgoing letters with reference)
• Managing the telephone system: answering the calls, taking messages, call logs of international calls etc
• Filing and reporting of staff leave request
• Greeting visitors in a welcoming environment and being their first point of contact for queries
• Maintain updated record of current electronic address book of programme contacts (government counterparts, programme consortium, programme team, external development partners) that is regularly updated by Programme Support Officer
• Support in photocopying, scanning and printing of documents, including quality printing and distribution as needed
• Supervise cleaning, plumbing, water supplies for the office
• Responsible for regular maintenance of office and office equipment e.g. water/electricity supply, officer general repair, printer, photocopy machine etc. Keep the maintenance log up to date
• Support in typing, printing and formatting of official letters, documents
• Management of office supplies, stationery, toiletries and pantry
• Responsible for local contract management and renewal
• Ensure UKaid/NHSSP branding and visibility in official communications: letters, document, banner and leaflets etc.

Inventory Management, Logistic support and procurement:

• Responsible to maintain and update assets register for field office (provincial)
• Responsible to assist programme team members in logistics management.
• Liaise with Office Manager in all logistics arrangements for meetings, workshops, training and others events of NHSSP.
• Ensure, meeting/workshop registration and alignment with invoices.
• Responsible for managing normal tea, coffee and lunch requests for official meetings as approved
• Responsible for daily office vehicle mobilisation locally as per request and in coordination with Province Lead Coordinator.
• Responsible to ensure compliance of vehicle policy for vehicle management
• Procurement of office goods and services as approved by the authorities
• Responsible to maintain procurement policies and compliance as required
• Coordination with Office Manager in the process of procurement
• Keep Log of distribution of office supplies/stationeries (requisition slip)

Account/ Finance Support:

• Responsible for collection of invoices against office utilities, vendors, suppliers, consultants etc. and timely payment
• Responsible for ensuring that all the invoices and supporting documents are checked verified before making payment
• Responsible for compliance of financial policy and internal control system while making payment
• Prepare and disburse advance payment for staff field visit, programme meeting and workshops
• Follow up of outstanding advances and ensure for timely settlement
• Financial/accounting support for Programme during meeting, orientation and workshop as required
• Support to prepare monthly forecast for operational and programme expenses based on annual workplan.
• Responsible to maintain books of account based on provincial programme ledger heading in Excel (standard template).
• Responsible for reconciliation of advances, bank and cash balances, verification with Central Office Account
• Responsible for preparation of monthly account based on standard template.
• Financial reporting (electronic and hard copy) to Central Office office with complete set of account reports monthly.
• Responsible to safe custody of cash, cheque books and other official valuables.
• Work in close coordination with Administrative and Finance Team in Central Office
• Responsible to report immediately in case of financial irregularities if notices to the line management
• Be aware of NHSSP Policies and ensure compliance in conducting duties

Security

• Ensure safety and security of office premises
• Responsible for office keys
• Ensure compliance of NHSSP security system, policies and procedures