The Catholic Relief Services (CRS) is looking for three serious and dynamic Administrative Assistants for its program CHAMP. They will be responsible to ensure that the clerical and cashier needs of the office are met efficiently and effectively. Assure that the liaison with Head Office departments and outside entities such as banks and concerned government offices. Effect petty cash payments on authorization and exercise due care for all financial documents.

PRIMARY RESPONSIBILITY:


Ensures that the clerical and cashier needs of the office are met efficiently and effectively. Liaison with Head Office departments and outside entities such as banks and concerned government offices. Effect petty cash payments on authorization and exercise due care for all financial documents.


SPECIFIC RESPONSIBILITIES:

Administrative duties:

1. Maintain copies of outgoing and incoming correspondences and file them properly.
2. Interact effectively as initial liaison between the Zonal office and other CRS Departments and outside entities.
3. Prepares correspondence letters and memos and assign reference numbers. Distribute these documents to relevant parties.
4. File copies of all relevant outgoing and incoming correspondences by subject in the appropriate files.
5. Receive all incoming correspondences and documents and direct to the appropriate staff.
6. Take minutes during and share out to all staff.
7. Identify the stationery and computer supplies need of the office and prepare requisitions for approval. Control office supply inventory and initiate the order as necessary.
8. Store undelivered checks and unused financial documents in safe and locked place.
9. Receive newly acquired equipments, furnitures, supplies, and other assets and keep a property register of the office.
10. Ascertain staff leaving employment of CRS hands over all properties in their custody. Ensure that such staff cleared all outstanding advances. Fill the clearance checklist and send to Human Resources Department once approved by the Zone Manager.
11. Perform other administrative duties as necessary or requested.

Cashier and accounting duties:

12. Maintain the petty cash fund of the office according to the policy of CRS.
13. Raise replenishment request for petty cash fund once two-third of the fund balance is used.
14. Conduct a physical count of petty cash fund regularly and reconcile with the register.
15. Submit financial reports to CRS/Haiti Finance Department monthly and when replenishment for petty cash is requested.
16. Collect cash and checks from internal and external sources against issuing an official cash receipt.
17. Collect advices and statements from bank and provide to responsible staff for accounting action.
18. Deposit collections intact on the date of collections or on the next working day.
19. Keep photocopies of signed checks before issuing to recipients and attach to the payment vouchers.
20. Document delivery of checks in a register book.
21. Coordinate with Drivers to ensure the timely delivery of check to bank and other check recipients.
22. Issue signed checks to legitimate payees against signature or by collecting official cash receipts if the payment is made to outside organizations.
23. Perform other duties as necessary or requested.


BACK-UP RESPONSIBILITIES:

24. Prepare invoices to claim receivables from the staff or other organizations.
25. Follow up the collection of outstanding advances.
26. Assist the finance and administration staff of implementing partners in complying with financial policies of CRS and timely submission of liquidation documents.

• Diploma in secretarial science,


• Qualification and experience in accounting,


• Minimum of three years of work experience in a similar position,


• Strong computer use skills (Word and Excel programs).


• Strong organizational skills, attention to detail and ability to meet deadlines,


• Strong knowledge of written and spoken French and English.


• Strong interpersonal skills and previous experience working with the public.

Organization’s values related to the position:
Dignity of the human person. / Common good. / Option for the poor. / Applies a positive, action-oriented attitude.

Interested candidates should send their curriculum vitae with a cover letter, and copy of certificates in a sealed envelope with the mention of RO-AA-0909, before September 30, 2009

2009-09-30