LINQ Administrative Assistant

The position of Administrative Assistant is an entry-level position that supports LINQ program administration as well as Finance and Procurement functions.  The individual in this position will interact with all the LINQ teams and functions. It is expected that the position’s responsibilities will be distributed as shown in the table below. He/She will also perform other duties as may be reasonably assigned.

45%

Procurement

Assist procurement Officer to collect data and supporting documents from LINQ vendors on regular basis and ensure necessary follow-ups.

Format and upload data and files received from LINQ vendors.

Identify gaps in data documentation and work with Procurement Officer to fill‐in any gaps of information.    

Manage the Excel‐based vetting tracker data base.  Review and ensure data integrity and completeness.

Communicate with vendors if necessary, to obtain missing documents.

File documents on procurement transactions in respective vendors’ files.

45%

Finance

Assist the Finance manager in following-up with technical, grants and MEL teams to complement procedures for ongoing grant contributions and other allocated payments.

Maintain monthly financial files in both hard and soft copies

• Communicate with local suppliers and hotels and obtain invoices and other supporting documents and send across to the Program Accountant
• Track all payments. Compile all receipts, summarize information about the spending, and send all records to the Finance manager on a timely basis.
• Work in cross-functional teams to support the LINQ program as directed by the Finance Manager.

10%

Grant support

Support the grant specialist in performing quarterly visits and environmental mitigation plan check-ins at LINQ’s partners premises and collect necessary documents as supporting evidence.