Administration and Office SupportFull-TimeEntry-level(0-1 yr)
Job Description
Gamos is a platform for professionals from diverse backgrounds to collaborate and co-create innovative solutions to address the root causes of poverty. Gamos seeks to create a more equal society by identifying opportunities for transformative change, conducting strategic research to explore further, and mobilising key stakeholders to turn ideas into impact.
Role Overview
The Administrative Assistant will provide essential support to ensure efficient operations, financial record-keeping, and logistical coordination for various projects. This role requires a high level of confidentiality and the ability to manage multiple administrative and financial tasks effectively to support the organization's mission.
Key Duties and Responsibilities
Documentation and Record Keeping: Maintain an efficient record and filing system for contracts, project activities, correspondence, and other key documents to ensure easy retrieval and compliance.
Financial Administration: Handle daily posting of supplier invoices, receipts, and journal entries. Assist with tax submissions (VAT, NSSF, NITA, PAYE) and the preparation of monthly, quarterly, and annual financial reports and cash flow statements.
Administrative Support: Provide support in the preparation, formatting, and processing of contracts, reports, and other official documentation.
Proposal Development: Support the proposal development process by preparing and coordinating administrative sections of proposals and ensuring all donor and application requirements are fully met.
Logistics Coordination: Coordinate conference, workshop, and field activity logistics, including preparing draft budgets, organizing travel and accommodation, sending invitations, and processing per diems and reimbursements.
Compliance and Monitoring: Ensure compliance with procurement and financial policies. Maintain and monitor grant reporting schedules and follow up with project teams to ensure timely submission of reports and deliverables.
Project Tracking: Track and follow up on timesheet submissions to ensure accuracy, completeness, and alignment with approved project budgets and donor requirements. Review burn rates in the management accounting system and track project deadlines.
Staff and Travel Support: Prepare, process, and follow up on administrative arrangements related to official staff travel and provide guidance to staff on administrative procedures and best practices.
Procurement Review: Review requisitions for goods and services to ensure correct budget lines are charged and funds are available prior to processing.
Requirements
A minimum of a BA/BSc/HND degree in a relevant field.
Prior experience or knowledge in maintaining record and filing systems.
Familiarity with financial posting (invoices, receipts, journal entries) and tax submissions (VAT, NSSF, NITA, PAYE).
Strong organizational skills for logistics and travel coordination.
High degree of confidentiality and integrity in handling sensitive information and communications.
Ability to coordinate with central administrative and finance units.
