·        Oversee the general administration of the field office, ensuring that it is well-organized and equipped to support the project\\\'s needs.·        Manage the procurement process for office supplies, equipment, and other materials required for project implementation. Maintain an inventory of office assets and supplies.·        Coordinate logistics for project activities, including workshops, meetings, and events. Arrange transportation and accommodation for staff and participants as needed.·        Facilitate travel arrangements for project staff and visitors, including booking flights, hotels, and ground transportation.·        Ensure the security and safety of the field office and its staff by implementing security protocols and measures.·        Assist in monitoring the office budget, ensuring that expenses are within allocated limits and in line with financial guidelines.·        Maintain and organize office records, documents, and files to ensure easy retrieval and compliance with record-keeping standards.·        Manage office communication, including handling incoming and outgoing correspondence, emails, and phone calls.·        Assist with HR-related tasks, such as recruitment, onboarding, leave management, and maintaining personnel records.·        Ensure that office facilities, including utilities and maintenance services, are functioning properly.·        Implement health and safety policies, ensuring that the office environment meets necessary standards.·        Coordinate and support meetings, including scheduling, preparing agendas, taking minutes, and distributing relevant materials.·        Liaise with IT support to address office hardware and software needs and troubleshoot technical issues.·        Welcome and assist visitors to the office, including arranging visitor passes and providing necessary information.·        Ensure compliance with organizational policies and project requirements. Prepare regular administrative and logistical reports for management.·        Promote environmentally sustainable practices in the office, such as waste management and energy conservation.·        Develop and implement emergency preparedness plans to address potential crises or disasters.

Overall management of Base accountancy, Supports in donor reporting, Monthly BFU & PM tool update with PM. Withholding taxes deduction & on-time submission of details to capital office. Providing support to field on need basis. Partner expenses review & management of payments
·        Perform payments as per AAH policies, procedures and format.
·        Check documentation is complete before doing any payment.
·        Respect the Cash management policy (payment threshold, validation, etc)
·        Prepare cash count, bank reconciliations and other documents for the monthly closure.
·        Cash book/Bank book handling, cash advances issuance & follow up for reimbursement.
·        Coding & stamping of Hard Files after Monthly Closure.
·        Verify the soft copy of the accountancy with the hard documentation.
·        Identify any inappropriate expenditures and report it immediately to Finance Officer.
·        Ensure all the entries are allocated to the correct financial line, project code and accounting code.
·        Ensure all the description match with SAGA standard description document.
·        Support Finance officer in Updating BFUs and coordinate with all stakeholders.
·        Support Program team in forecasting of program activities and payments (PM tool update)
·        Ensure Budget forecast match with treasury forecast and ensure efficient use of funds.
·        Evaluate and observe budget consumption & initiating action on major variances noticed.
·        Maintained adequate controls over cash & bank management as per AAH Country office guidelines.
·        Assist in project financial reporting and keep track of reporting deadlines and submission.
·        Support Finance Officer, provide answers to the issues raised and report any major issues.
·        Ensure good communication flow between the Implementing partners, Base and Capital office.
·        Participate in coordination meetings (If required).
·        Any other task assigned by supervisor.

·        Ensure that inventory is properly tagged, and update the asset/inventory record according to the policies and procedures outlined in the \\\"Property Management Manual\\\". This will include all CARE assets in HO, FOs and with Partners;
·        Update inventory register/database whenever there is a new purchase, asset movement, asset issuance, receiving and disposal;
·        Initiate process for disposal. Maintain record of asset disposal i.e. auction, donation, destruction write-off etc.;
·        Control access to the equipment and take reasonable security precautions to discourage loss and theft of items;
·        Establish a check-out/check-in system for property items that are used by multiple employees (for example, cameras, laptops etc.);
·        Establish and maintain practices for the maintenance of equipment to include preventive maintenance and corrective repair to ensure that equipment is kept in good working condition;
·        Supervise maintenance of generators and vehicles as per schedule and that repairs are carried out in an effective and timely manner in coordination with technical staff and outsourced company for timely response to reduce downtime;
·        Compile reports for the \\\"Global Risk Insurance\\\" and ensure that all assets and properties are covered against losses/damages. This needs to be submit to Manager Procurement & operations on regular basis;
·        Reconcile the list of CARE assets and property on a quarterly basis against the records, including partner\\\'s, and compile comprehensive CARE assets report, and submit to Manager Procurement and Operations;
·        Perform an annual physical inventory check and submit a comprehensive report to Manager, Procurement and Operations;
·        Ensure that temporary loans of property and equipment to other external entities are documented and are returned;
·        Keep record of warranties and plan maintenance accordingly;
·        Maintain the stock register (warehouse items) and make sure it is regularly updated in coordination with the Warehouse staff/ Office Assistants, as required;
·        Report damage/loss to supervisor and/or budget holder in a timely manner;
·        Compile regular reports on weekly and monthly basis pertaining to warehouse and assets;
·        Prepare monthly cash forecast and consolidate information from Program support units i.e. Ops/Admin, Procurement, and Logistics;
·        Arrange transport services for movement of goods for projects and during emergency response through frame agreements with vendors.

·        Provides administrative support to ensure efficient office operations.
·        Maintains physical and digital filing systems.
·        Answers phone calls and directs callers to appropriate personnel, schedules appointments, signs for incoming packages, and assists clients and other visitors.
·        Responds to emails and other digital queries and correspondence.
·        Manages calendars for senior staff, including making travel arrangements.
·        Drafts and edits letters, reports, and other documents.
·        Inputs and updates information in databases and spreadsheets.
·        Prepares meeting agendas and takes meeting minutes.
·        Coordinates logistics for meetings, including room setup and catering.
·        Uses word processing and presentation software to create and edit documents.
·        Operates and maintains office equipment, including printers, copiers, and fax machines.
·        Works with maintenance staff and outside vendors to ensure office equipment is in good working order and office      supplies are always on hand.
·        Researches as requested and compiles and summarizes information for reports or presentations.
·        Works closely with other administrative staff and supports other colleagues as needed.
·        Works with sensitive information with discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations.
·        Ensures that deadlines are met and adapts to changing priorities.
·        Presents a positive and professional image for the organization

Greeting and directing visitors, answering questions, and responding to complaints and requests.
Making arrangements for meetings and travel.
Performing basic office tasks, such as data entry, answering phones, taking messages, sorting mail, maintaining and updating filing, operating office machines, and arranging equipment maintenance and repairs.
Planning and preparing for office events, such as meetings, conferences, and promotional activities.
Ordering and distributing office supplies.
Maintaining positive relationships with vendors, clients, and coworkers.
Reviewing and updating office procedures to reduce errors and costs.
Following and enforcing relevant policies, procedures, and regulations

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