Anne T

Business Support Assistant

Jan 2018 - Dec 2019 • 1 yr 11 mos

Managed and maintained records and databases, to ensure information is organized and readily available for staff. Collated information for inclusion in reports, documents, and correspondences, to support the effective work of other staff. Ensured the effective and timely management of material and administrative resources (Assets, vehicles, fuel). Monitored and recorded fixed assets and spend on fuel and maintenance for vehicles and generators. Managed petty cash and operational advances, and ensured adequate funds are available and appropriately disbursed. Monitored and recorded all expenses in line with the approved budget and ensured correct expenditure costs are charged and payments to external suppliers are processed. Verified vendor claims, advances and other receivable and observed appropriate procurement procedures, to ensure suppliers are paid in a timely manner and in compliance with WFP finance rules and regulations. Monitored and controlled the execution of service contracts with suppliers (maintenance of equipment, cleaning service, Security, and premises maintenance)

Administrative and Finance Assistant

May 2010 - Dec 2017 • 7 yrs 7 mos

Provided professional support service to office team to ensure the smooth running of day- to-day activities. Searched, compiled, prepared, and maintained files of procurement, human resources, logistics and administration in an organized manner, allowing for immediate retrieval of back-up material when requested. Ensured efficient and effective management of premises, office equipment and supplies, and availability of a permanent and updated inventory data. Ensured management of vehicle fleet and make sure maintenance is regularly carried out and record books are properly filled. Planned and managed office space arrangements, ensured each staff has working tools and materials for work continuity. Adapted and implemented policies and procedures for asset management and general administrative service. Assisted in the procurement process, survey and assessment of suppliers, collection of quotations, processed requisitions and orders, reconciliation of vendor invoices against deliveries for payment processing. Followed up on service providers’ contractual obligation. Provided human resource administrative support, liaised with Country Office for all related human resources matter and produced monthly reports as required. Managed Petty cash and fuel vouchers, utilized financial information and tools to manage expenses prudently and reduced waste. Checked vendor’s invoices received in accordance with requirements before payment. Assisted in the preparation of budget and financial reports