Administrative Assistant at Gamos
Key Duties and Responsibilities
Maintain an efficient record and filing system for contracts, project activities, correspondence, and other key documents to ensure easy retrieval and compliance.
Daily posting of supplier invoices, receipts, and journal entries.
Assisting with tax submissions (VAT, NSSF, NITA, PAYE)
Assisting in the preparation of monthly, quarterly and annual financial reports and cash flow statements.
Maintain the highest level of confidentiality in handling sensitive information, documents, and communications at all times.
Provide administrative support in the preparation, formatting, and processing of contracts, reports, and other official documentation.
Support the proposal development process by preparing and coordinating administrative sections of proposals and ensuring all donor and application requirements are fully met.
Coordinate conference, workshop, and field activity logistics, including:
Preparing draft budgets
Organising logistics including travel and accommodation for different projects
Sending invitations and preparing workshop materials
Processing per diems and reimbursements
Ensuring compliance with procurement and financial policies
Maintain and monitor grant reporting schedules, following up with project teams to ensure timely submission of reports and deliverables.
Track and follow up on timesheet submissions to ensure accuracy, completeness, and alignment with approved project budgets and donor requirements.
Support project monitoring by reviewing burn rates in the management accounting system and tracking project deadlines in coordination with the Programme Coordinator to ensure timely implementation.
Provide administrative support to project teams during field activities as required.
Prepare, process, and follow up on administrative arrangements related to official staff travel.
Review requisitions for goods and services to ensure:
Correct budget lines and objects of expenditure are charged
Availability of funds prior to processing
Provide guidance to staff on administrative procedures, processes, and best practices, liaising with central administrative or finance units where necessary.
