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Job Offer For Administrative Assistant

Job Offer For Administrative Assistant

HAGN
2017

 

Haiti Adolescent Girls Network, working in Haiti since 2010 to empower adolescent girls, is recruiting and administrative assistant for 6 months, based in Port-au-Prince, Haiti, to support its program activities.

The Administrative-Assistant will provide support to the projects and the organization at large.  He/she will also work closely with the accountant.

JOB DESCRIPTION

Human Resources 

·         Ensure staff records are complete and up-to-date and managed with confidentiality

Administration

·         Prepare various payrolls

·         Ensure payment of any fiscal charges

·         Keep timesheets

·         Planning and organizing operational activities, as well as overall logistics

·         Manage office space

·         Prepare and follow up on contract for goods and services

·         Ensure all records are properly maintained and filed on an ongoing basis

·          Plan and organize logistics of events, training, trips, etc. (ex. procurement of equipment and materials, supplies, program materials, etc.) 

·         Regular entry of accounting data

·         Acquire and analyze information, quotes with respect to procurement in accordance with administrative procedures

·         Manage the petty cash 

·         Manage financial records and dossiers (bank accounts, fund transfers, deposits, checkbooks, etc.) and write checks to be signed by signatories  

·         Submit financial records to the accounting firm on a monthly basis for the preparation of financial reports

·         Participate in the budget preparation process

·         Ensure collection of HAGN members’ contributions

·         Prepare bank reconciliations

·         Prepare and submit monthly expense report per approved budget 

·         Participate in fundraising activities

·         Collaborate with the coordinate team for the preparation of reports and proposals for donors

·         Support preparation of various budgets

 Communication

·         Handle reception

·         Participate in meetings and prepare minutes

·         Regular updating and management of HAGN various social media

·         Participate in the preparation of communication materials

·         Maintain good relations with partners, donors, etc.

·         Collaborate with the coordination for the preparation of reports and proposals to donors

·         Maintain an updated list of members, volunteers, donors, partners’ contact info, etc.

·         Prepare and file correspondence

·         Carry out any task assigned and related to HAGN’s activities.

SKILLS 

·         Diploma or BA in administration or accounting or from an accredited business school

·         Very good knowledge of QuickBooks as well as most commonly-used software: word, excel etc.

·         A minimum of three years of experience working in a similar position. 

·         Very good command of social media

·         Good knowledge of donor’s requirements

·         Deep sense of responsibility, meticulousness, honesty, team spirit, and discipline 

·         Ability to work under pressure with a minimum supervision 

·         Result-oriented and motivated to contribute to HAGN’s progress. 

·         Fluent in French, Creole, and very good level of English.

Women are strongly encouraged to apply.

For applications, please email a letter of interest and a resume to contact@haitigirlsnetwork.org with «Administrative-Assistant Application » in the subject line, no later than June 23, 2017. Only short-listed candidates will be contacted.