Key Performance Areas:
Finance and Administration:

• Compile the necessary supporting documents to enable finance team to prepare comprehensive payment packs that contain all the required documents for creating a payment voucher e.g. attendance registers, travel requests, etc.
• Support the finance team to implement and maintain accurate finance record keeping and archiving systems.
• Administer petty cash transactions based on program and office needs, as guided by IHPS senior management. 
• Manage office supplies, inventory, and equipment for efficient office operations, and oversee contracted cleaning services.
• Work closely with the Asset Administrator to ensure all assets are well maintained and accounted for.
• Provide fleet management support by ensuring that travel requests, trip authorizations and logbooks are accurately completed, as per IHPS Vehicle Management Policy. 
• As directed by the Finance Manager, track vehicle maintenance schedules and service intervals to ensure all program vehicles are roadworthy.
  

Procurement:

• Work with line managers and finance to ensure all eligible employees receive their allocated monthly airtime/ data bundles on time.
• Support the procurement unit to source quotes for conferencing, accommodation, travel, and other expenses as required.
• As guided by the Procurement Officer, generate reports and data from the IHPS procurement system.

HR and Payroll:

• Update and maintain a current employee contact list. 
• Support the program and HR teams to ensure employee timesheets and leave forms are submitted on time.
• Work closely with the HR team to ensure employee information for payroll is up to date.
• Support the program and HR teams to distribute employee payslips and other administrative documents as appropriate.

Other General Duties:

• Handle reception duties including managing incoming and outgoing calls, mail, and deliveries.
• Coordinate and support program meetings by preparing/ sending out meeting invitations, drafting agendas, organizing transport/ accommodation, and taking the minutes, as necessary.
• Organize and coordinate travel logistics and accommodation for the program staff and relevant stakeholders, in accordance with the IHPS Travel Policy.
• Support the implementation of a proper programs record keeping, filing, and archiving system that allows for easy retrieval of program documents/ information.
• Support program staff in processing travel and other reimbursement claims, as applicable.  
• Any other duties as assigned by IHPS senior management.