Operations Assistant at Elizabeth Glaser Pediatric AIDS Foundation (EGPAF)

Duties and Responsibilities

Administration:
-Coordinate all administrative and secretarial support services for the implementation of EGPAF’s program strategies.
-Assist with effective management of day to day operations of the office.
-Receive visitors to the office with a high standard of courtesy and hospitality and direct them appropriately.
-Support the organization of internal and external meetings and events as directed which may include setting up of rooms/venues, arranging catering and refreshments, ensuring the necessary equipment and materials are in place and functioning.
-Record minutes of staff meetings and circulate amongst the staff and meeting attendees.
-Assist in documentation and archiving of program documents, records and reports in line with EGPAF’s requirements
-Review outgoing correspondence for accuracy (address, attachments etc.) and conformance with formal formatting procedures and special instructions prior to dispatch.
-Arrange travel logistics for staff, consultants and training participants including hotel reservations and where required airport and hotel pick-ups.
-Facilitate retirement of trips for program staff and non-EGPAF staff where required.
-Develop and maintain an updated address book of all key partners and stakeholders.

Financial:
-Coordinate collection of vendor invoices verifying that information and supporting documentation is timely, accurate, complete and in compliance with EGPAF’s financial policies to facilitate the payment process.
-Disburse travel advances and reconcile staff advance accounts.
-Assists the Country Manager in the maintenance of an efficient filing and recording of financial and administrative files.
-Daily posting of all transactions in quick books and ensuring consistency, accuracy and completeness of such transactions.
-Work on key finance end month KPIs to ensure Country office meets all HQ reporting deadlines for Quick Books closing.
-Support of both internal and external audit.
-Focal finance representative in Country office.
-Supporting budget monitoring in close liaison with the Cross Border team.
-Perform bank related activities; cashing checks, deliver communications, reconciliations etc.
-Assist with uploading of payment on the online banking platform.
-Support in the payments of participants and other beneficiaries.
-Respond to routine queries on status of payments, requests for general information and other budgetary issues.
-Maintain stock records for stationery and supplies for the office, working with suppliers, verifying receipt of supplies, and requisitioning in line with office procedures.
-Maintain and update spreadsheets and databases for internal expenditure control purposes.
-Prepare regular financial reports.
-Act as the petty cash manager.
-Coordinate any country related Tax and statutory tasks such as filing returns with ZIMRA.
-Vendor and contract management.
-Risk management tasks.
-Training and capacity building for staff members on financial procedures.

Other duties include:
-Oversee country Fleet management responsibilities as per the global manual.
-Oversee the country Inventory management responsibilities as per the global procedures.
-Any other duties as needful.