Admin Assistant/Head Office

REPORTS TO: Finance and Administration Manager   JOB SUMMARY:   Maintains petty cash and effects payments upon approval by authorized personnel, handles travel arrangements, insurance payments. She/he also performs other clerical and secretarial duties.   RESPONSIBILITIES AND TASKS:    Effects authorized payments such as salaries, petty cash and other payment Ensures salary is paid to the appropriate staff; Confirms that petty cash payment voucher and supporting documents are complete before effecting payments; Maintains a petty cash and requests for the replenishment when it reaches the minimum limit established. Maintains a petty cash register book and updates it daily; Confirms that the total of petty cash vouchers and cash on hand is equal to petty cash fund at any time; Ensures that suspense/advance payments are cleared upon the compilation of the activity; Types correspondences, letters, and reports; Plans and schedules meetings and take minutes; Orders office utilities and supplies Receives vacancy applications and files in different categories;  Keeps time attendance and other records of employees; compiles Personnel related data for periodic reporting as required Receives, screens and transfers local and international telephone calls, mail and fax an assists with placement of calls; Follows up and ensures the timely payment of insurance premium and collection of Insurance claims; Prepares and updates cash position balance of bank accounts balance on daily basis; Operates office equipments and machines; Receives and processes incoming and outgoing letters; Meets clients and visitors and guides to the concerned officer; Files and takes care of all reports and documents of the company; Drafts letters and reports; Performs any other relevant duties that maybe assigned by the Finance and administration Manager.