Provide Reception and Secretarial Duties:

• answering telephone, taking the messages, greeting guests, handling inwards and outgoing mail and faxes, making international phone calls and make sure of recording all the mails & faxes in daily record books as needed

• Ensure that Record of stationery usage for monthly orders (photocopy papers, flipcharts papers, stationery for workshops and for office. Etc)

Office Assistance:

• Update the office contact database and mailing lists

• Support staff during the preparation of meetings and workshops as needed

(stationery, refreshments, lunch etc)

• Liaising with supply companies for the maintenance of other office equipment, such as telephone system, fax machine and photocopier machine.

File Documents and Maintain the Filing System:

• Maintain proper filing systems, ensuring documents are easily accessible as needed

• archiving and library maintenance

Typing/ Photocopying Documents and Reports:

• Typing documents and data entry when required.

• Photocopying and binding documents as required

• Translate documents and correspondence

• Ensure that all forms in the pigeon holes are always available and updated

Travel Coordination and Logistical Support:

• Provides support for travel booking such as ticketing, accommodation and transportation.

Cash Payments compliance:

• Make Orders and payments for Program and Office Expenses

• Maintain Bank Checks log sheet

• Maintain advance vouchers and ensure the advances are acquitted in a timely manner.

• Ensure all backup paperwork is present and accurate for reimbursements and advances.

• Ensure that safe cash funds are always sufficient in both currencies

• Clearing and tracking on opened advances and flag pending ones

• Maintain offline ledger book for the safe cash. Make sure the ledger is

•  up-to-datee.

• -Liquidate the safe cash expenses with Finance on a weekly basis.

Responsible for property management and reconciliation between the register and the CARE Yemen books

• Maintain property register and physical check 

• Keep up to date record of assets and projects inventory (data base).

• Work closely with the Administrative Officer on Assets disposal, transfer of Assets by following the donor guidelines and filling in the relevant forms.