Job vacancy Office Administrator

Position Title: Office Administrator / Alternate Compliance Officer

Reports To : Operations Manager

Position Summary: To provide office support that contributes to the smooth running of the business. Consistent implementation of the regulatory compliance programme and its related reporting requirements.

Job Responsibilities

• Answers phone calls in a friendly, professional, and helpful manner.
• Develop and maintain satisfactory customer relationships with both internal and external customers.
• Take time to understand customers'/donor needs.
• Redirecting individuals, providing information and feedback to Manager and respective personnel
• Acknowledge and resolve all customer complaints and escalate when necessary.
• Takes a key role in all compliance related matters.
• Assist Risk Rating of Company Clients
• Assist CO in keeping staff and management abreast of change in requirements and communicating these guidelines.
• Prepares source of funds reports, high risk customers report, as well as ad hoc reports by collecting, analyzing, and summarizing information.
• Apply the Donor Due Diligence (DDD) requirements.
• Confirming accuracy of existing and updating DDD information as applicable
• Ensuring Company and donor information is always kept secure and confidential.
• Maintains rapport with regulatory personnel where required by arranging continuing contacts, resolving concerns.
• Seek new corporate sponsors by reaching yearly target as prescribed by management
• Profile donors and contact according to project and sponsorship needs
• Manage existing sponsors by maintaining donor relationship
• Maintain contact lists and data base for donors, sponsors and stake holders ensuring it is up to date
• Maintaining the database of all sponsors and outreach to new sponsors
• Ensuring the office is stocked with necessary supplies and that all equipment is working and properly maintained
• Collecting, organizing, and storing information using computers and filing systems.
• Overseeing special projects and tracking progress towards company goals.
• Building and expanding on skills by engaging in educational opportunities
• Reviewing, comparing, analyzing, and approving products and services to be purchased.
• Managing inventories and maintaining accurate purchase and pricing records
• Maintaining good supplier relations and negotiating contracts.
• Researching and evaluating prospective suppliers.
• File and update all Board of Directors and company documents, and volunteer information
• Preparation of cheques for signature on a bi-weekly basis (mid-month/end of month), based on invoices approved for payment by Operations Manager
• Liaise with families of victims to determine their needs for online learning devices and psychotherapy/ counseling as identified by Coordinator
• Update and maintain family of victims’ data base monthly
• Assist in the preparation of Compliance Reports
• Prepare monthly administrative reports for support Operations Manager Executive Report due 3rd working day of each month
• Develop reports to management on donor activity on a monthly basis
• Prepare quarterly reports on support provided to families t
• Assist in assessing need for training as well as developing training programmes that seek to ensure that all employees are knowledgeable of and comply with regulations - Provide guidance to staff (i.e., contract, parttime workers and volunteers)
• Maintain records of training conducted, programmes and participants
• Assist Operations Manager with moderating Drivers Rehabilitation Course and Road Safety Presentations.
• Coordination and organizing of the Road Safety Awards Ceremony
• Assist with the Coordination and organizing of the Global Road Safety Week activities
• Assist with the Coordination and organizing of the World Day of Remembrance for Road Safety Victims
• Oversee the volunteers for activities and keeping accurate attendance records of same.

JOB REQUIREMENTS

Minimum Acceptable Academic/Technical/Professional Qualifications

Qualifications: 5 Levels

At least 2 years office administration

Professional qualifications/certifications in Administration will be an asset

Proficient in use of computer applications in particular Microsoft suite of products.

Exceptional leadership and time, task, and resource management skills.

Strong problem solving, critical thinking, coaching, interpersonal, and verbal and written communication skills.

Ability to plan for and keep track of multiple projects and deadlines

Knowledge/certification in the following:

NPO Act, POCA, FOR, ATA, FIU Act, FATF Guidelines, Companies, Compliance Program

Ref:SS

25 Oct, 2024 (47 days left)