Admin Assistant, Cashier & Storekeeper

Job Description

Purpose of the Job:

Support the Commission by providing up to date property management service, error-free cash register operations, payment processing, and interactions with customers, while also supporting in the organization and coordination of office operations, procedures, and resources to facilitate effectiveness and efficiency of the city Office. Additionally, perform a wide range of store management and administrative support activities and assist the Head of the City Office and other teams within the city office.

Main Duties and Responsibilities:

• Handles petty cash fund reimbursements for all regular and funded by donor payments.
• Receive and sort incoming payments with attention to credibility.
• Write thorough reports on billing activity with clear and reliable data.
• Ensure accounts, invoices, notices and statements are generated, issued and/or administered on time and consistent with legislative and audit requirements.
• Directly liaise/correspond with a range of customers/stakeholders as per the Commission policy, payments and financial reporting requirements.
• Manage the store in the city office as per the property management policy and procedure of the Commission
• Ensure to keep updated and accurate fixed asset information on IFMIS
• Receive phone calls and guests visiting the office.
• Responsible for registering all incoming and outgoing letters and correspondence and managing its distribution to relevant internal staff and external stakeholders.
• Draft and edit correspondence, communications, presentations, and other documents on behalf of the city office head and the team.
• Manage calendar of the Head of the city office including scheduling appointments, internal/external meetings, and conference calls.
• Provide assistant and support to the Head of Branch Office on various projects such as new employee onboarding, staff communication and other as assigned.
• Coordinate the city head’s and city office team’s travel itineraries, flights, hotel accommodation, rental car, and other travel needs.
• Secure appropriate signatures and track documents through the approval process on behalf of the city head and the team.
• Provide administrative assistance to staff in thematic departments as needed.
• Ensure the office has sufficient materials, supplies, equipment, repairs and other pertinent transmittals need for smooth operation of the Office.
• Maintain up to date record keeping and filing system.
• Perform additional duties as required.

Qualification and Experience: