Key Performance Areas:

Office Administration

• Prepare IHPS inter-office correspondence and other relevant official correspondence as guided by Supervisors.
• Order office supplies, stationery, and business cards for staff, as per IHPS procurement policies and procedures.
• Answer and make telephone calls as appropriate.
• Support staff with photocopying, scanning, faxing, filing, etc.
• Coordinate couriering and distribution of documents destined for national office and other external parties.
• Coordinate staff ICT support (e.g., data bundles and airtime) in close collaboration with the Finance Officer (FO).

Finance

• Manage petty cash and submit monthly petty cash reports to the national office.
• Submit staff travel requests and travel reimbursement claims in a timely manner.
• Work closely with the Finance Officer to maintain a current asset register for the office.

Travel

• Collate staff travel requests and travel reimbursement claims for travel authorization/approval by the relevant Supervisor.
• Upon approval of business travel requests, coordinate staff flight and accommodation bookings as per IHPS travel policies and procedures.
• Coordinate ground transport for IHPS staff, including airport shuttle, car rental, and IHPS vehicle usage, in accordance with IHPS travel policies and procedures.
• Maintain and update transport logbooks for IHPS vehicles.
• Collate all relevant travel-related supporting documents (e.g., boarding passes, attendance registers, meeting agendas, etc.).

Meetings/Training Workshops/Events

• Manage logistical preparations for meetings and training workshops.
• Take minutes in staff meetings.
• Coordinate other IHPS events as directed by Supervisors.

Grant Close-Out Responsibilities

• Support administrative and financial documentation management related to grant close-out activities.
• Ensure all grant-related records, including financial and programmatic documents, are properly filed and accessible.
• Assist in the reconciliation of expenses and preparation of final financial reports.
• Work with relevant departments to facilitate the closure of sub-awards, vendor agreements, and leases.
• Coordinate asset disposal or reassignment according to grant close-out guidelines.
• Support the submission of final programmatic and financial reports to donors.
• Ensure compliance with donor and IHPS policies regarding grant closure.
• Assume any other duties as assigned by the Program Manager, and IHPS Senior Management.

Qualifications and Experience

• Diploma or Certificate in Office or Business Administration, Finance, or equivalent.
• At least 2 years of experience in an office administration position.
• Demonstrated experience in project administration for donor-funded programs is desirable.
• Proven finance administration experience would be an added advantage.
• Experience in grant close-out processes is advantageous.
• Communication, marketing, executive assistance, or clerical training would also be beneficial.

Travel Requirements
Local travel is inherent to the position.