Administrative Officer

Job Description

Responsibilities:

• Entry point and reception of all the organizational invoices documents (Uganda + Tanzania)
  
• Scan and verify all the invoices documents to be proceeded in ERP SAP
  
• Manage and coordinate with Contract & Procurement the organization vendor database
  
• Entry point for all the disputes asked to be solved by technicians and/or by vendors for payment delay
  
• Create all organization Purchase Requisitions in SAP/SALSA for materials or services
  
• Ensure that the Material Request Form (MRF) is correctly filled by the technician
  
• Ensure the PRs are approved by the Cost Control and Technical Department in a timely manner (duet activity with Technical Team)
  
• nafasi za kaziReception process between the procurement document and the invoice to be posted in SAP/SALSA when services are completed, or goods are received
  
• Follow up and ensure clearance of pending invoices in relation with the accounting department
  
• Management of organization team planning (absence, leave,...)
  
• Call off creation for contract
  
• Monitoring of utilities consumptions for organization team accommodations (electricity, gas,...)
  
• Monthly timesheets management
  
• Be the assistant backup when assistant is on leave
  
• Mission expenses management (mission orders, mission expenses,...)
  
• Carry out any other duties or tasks that may be required by the job position
  
  
  

Requirements:

• Proficiency in Outlook, Excel, PowerPoint &Word, SAP knowledge is a plus.
  
• Fluency in English and Swahili.
  
• Analytical mind-set
  
• Pro-active
  
• Rigorous.