• Supervise all office and program procurement for the area of responsibility for the office.
• Create goods received notes and waybills for items that are distributed within the area of responsibility.
• Verify appropriate funds are available for purchases and ensure regular reconciliation of any cash advances.
• Request bids (3 minimum), prepare Bid Analyses, and participate in appraisals and selection of suppliers in close consultation with Procurement Committee.
• Coordinate with different organizations regarding the distribution of items that arrive for projects.
• Prepare and send purchase orders, contract management including inspection and shipping of goods up to the closure of the file.
• When necessary, verifying information regarding vendor’s performance as regards quality, prices, delivery, and equipment are in conformity with the organization’s requirements.
• Ensure all expected merchandise is received, in accordance with PO, specifications, and in good condition.
• Ensure appropriate invoices are received and prepare the paperwork for the payments.
• Managing Vendor data that includes creation and update the records in term of vendor.
• Create, change and removal of all types Assets.
• Purchase Reacquisition Creation.
• Responsible for all the inventory aspects on site delivery and update the stock availability, replenishment control and inventory auditing.
• Create Change Cancellation of Good Receipt notes Purchase Orders.
• Any other duty assigned by the Executive Director.

• Compile information for internal and external auditors, as required
• Effectively communicate with CEO, regarding contract documents, change orders and other contract modifications, approvals, and any additional services-related to billing.
• Maintain the billing folders for all projects, with all the appropriate documents, including expenses, consultant invoices, and monthly invoices, in accordance with standard procedures.
• Prepare balance sheet account reconcilements
• Review supplier invoices related to a project.
• Review timesheets for work related to a project.
• Review account totals related to project assets and expenses.
• encoding and posting the invoices to the ledger
• reconciling the suppliers’ statement ready for payment
• ensuring all suppliers’ accounts are settled within our terms
• dealing with suppliers’ queries
• you will also be required to deal with the company’s credit control, chasing debts, ensuring
• all customers’ accounts are settled within our terms
• There will also be times when assistance is needed during busy times. Tasks may include:-
• checking suppliers’ delivery notes against our goods inwards system
• matching suppliers’ delivery notes to invoices
• agreeing the price charged to our company purchase order
• processing customers’ orders
• processing sales invoices
• dealing with customers’ queries
• help on reception to cover holidays and sickness.
• After an initial training period you may be required to take on other accounting duties such as
• dealing with employees’ reclaims, reconciling the company credit card accounts and reconciling
• bank statements.

• Supervise and guide support staff in dealing with guests and visitors and office administration on day today basis.
• In time handle and prepare running / utility bills of the organization.
• Assist in procurement and maintenance of all office supplies such as Furniture &Fixture, Office equipment, Vehicle repair & maintenance, Insurance claims, Log books and maintenance register etc.
• Assist in hotel and travel reservations and related arrangements.
• Maintain office expenses records and ensure that the expenses are not exceeding the budget limitation.
• Keep market updates on price, and purchase office furniture and supplies etc.
• Maintain records for staff office space, phones, parking and office keys.
• Assist in organizing meetings, workshops, trainings and other events.
• Other duties as assigned by the supervisor or senior management.
• Maintaining Employee attendance, timesheets, leave record etc.
• Assist in preparing and maintaining insurance schedules such as Vehicle insurance, Group insurance, fixed assets insurance, safe cash in transit.
• Maintain and update all personnel file records.
• Other duties as assigned by the supervisor or senior management.
• Assist in all bookkeeping.
• Assist in preparing vouchers.
• Assist in maintaining of accounting system.
• Assist in processing purchase orders, invoices, payment and cheque requests and contract payments.
• Assist in ensuring purchase orders, receiving and invoices are matched.
• Assist to deposit cash and valuables
• Assist for processing and maintenance of encumbrances (Fee for Service Contracts, Lease Agreements, Rental Agreements, etc).
• Assist for ensuring compliance to standard practices.
• Assist for cheque stock inventory & safekeeping of same.
• Assist manage petty cash imprest account and process payments out of this.
• Assist in receiving cheque and draws money from the bank.
• Assist in keeping cash in safe custody and restricts access to unauthorized personne