Administrative Coordinator

Overall Responsibilities

The Admin Coordinator provides administrative, financial, logistical, and operational support to the SIAPS Swaziland staff to ensure the smooth flow of programmatic, financial, and contractual information.    He/she ensures the efficient operation of the front desk and providing clerical support to the technical and operational team. 

Specific Responsibilities

Finance and Accounting                                       Level of Effort                      20%

1. Administer petty cash according to established MSH procedures.
2. Make necessary arrangements for payment of per diem (request for travel, participants list, per diem list, EPLS check for participants). Manage funds for activities, including payment of per diems, reimbursements, and other expenses, and account for advances by maintaining accurate receipts and documents required for proper reconciliation.

Administration                                                 Level of Effort                       80%    

1. Manage the front desk. This includes timely and courteous answering of incoming calls, photocopying, faxing and efficient distribution of incoming mail.
2. Assist in the search of local vendors, contractors, and consultants for goods and services in accordance with MSH, and USAID rules, and regulations on the selection and procurement of goods (supplies, equipment, furniture, etc.) and services, including conducting clearance verifications and performance checks.
3. Coordinate fleet management activities.
4. Serve as the primary office contact for vendors.
5. Assist in ensuring adequate supply of office and stationery supplies and the timely replenishment thereof and in maintaining the general office supplies inventory and office equipment/furniture inventory log.
6. Assist in coordinating meetings, conferences, workshops, and other events, including registration of participants, distribution of per diem and/or reimbursements to participants, and preparation of pre- and post-event materials.
7. Provide logistics support in booking travel and accommodations for local/visiting staff and consultants, including coordinating required authorizations and visas and ensuring airport transfers for travelers.
8. Assist in maintaining an effective filing system on administrative and procurement files.
9. Facilitate the office’s general housekeeping by coordinating cleaning schedules with service staff, purchasing cleaning/pantry supplies, coordinating with the building general services/engineering on office repairs and improvements, and placing requests to service providers for maintenance and repair of office equipment.
10. Provide support for a variety of office/administrative functions, as requested by the Finance and Operations Manager.

1. Perform other related duties, as assigned.

Qualifications

1. A diploma preferably in business / secretarial studies.
2. Minimum of two years’ relevant work experience in a donor funded or international  organization.
3. Experience in USAID rules and regulations will be an added advantage.
4. Computer literacy – Knowledge of Microsoft office suite. These will be tested.
5. Detail orientation with excellent interpersonal skills.
6. Fluency in English Language including reading, writing and speaking skills.
7. Valid light motor vehicle driver’s license.

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