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• Responsible to make sure all monthly bills are made (Phone, Electric, internet, water supply, etc.) with timely manner. Make regular payments (such as office rent, warehouse rent, staff house rent, etc.) and Periodical payments when required. • Register, submit and file daily incoming and outgoing correspondence. • Monitor & report stock levels and order status to ensure adequate office supplies, sundries at office. • Request for office use (such as stationery, cleaning materials, refreshment, phone prepaid card, furniture, etc. Updating staff contact, NGOs, Government lists. • Communicating with local government counterpart and other agencies. • Hotel booking, air ticketing and other logistical arrangement in the field office for field staff and visitors. Act as the contact person to help visitor enquiries and arrangements where necessary • Support the office in preparation for and organization of workshops and meetings ensuring value for money and due diligence process for selecting venues. Maintain a database of approved venues • Make sure office buildings are clean, healthy environment and neat & tidy at all time. • Maintenance and repairs of buildings, fixtures and furniture and equipment’s at apartments (negotiate and coordinate with owners, staff and office); • Assist in proper allocation of workstations, furniture and equipment in office buildings. Make sure office auto machine and equipment are functioning at all time. • Supervise office helpers and Guards in smooth operation of the field office. Perform typing duties to generate documents as necessary. • Any other duties as assigned. • Implement and maintain document control processes and procedures. Develop and maintain the Document Management System. • Manage all flows of documents either in electronic form or on paper support. • Ensure Document Management accordingly to established procedures or standards (documents numbering, formats, issuance, review, dispatch, recording and archiving) • Maintain and manage electronic and hard copy documents as required. • Process incoming and outgoing documentation • Makes sure that controlled copies of latest approved documents are distributed internally and externally. Ensure control and coordination of projects documentation and data. • Ensure all documentation are correctly identified, distributed and filed/stored. • General document control activities such as photocopying, scanning, analysis of documents compliance with standards regarding numbering and all others aspect related to document quality. • Communicate and liaise with departments to agree standards, systems, efficient flow of documentation, handover and close-out of Projects activity to ensure consistency in document control as required • Ensuring the use of standardized forms and templates. • Establish and maintain the Master Document Register in cooperation with other departments. • Training the staff on records management procedures and policies, which include documentation, retention, retrieval, destruction and disaster recovery.
Planning publicity strategies and campaigns Writing and producing presentations and press releases Dealing with enquiries from the public, the press, and related organisations Organizing and attending promotional events such as press conferences, open days, exhibitions, tours and visits Providing clients with information about new promotional opportunities and current PR campaigns progress Analyzing media coverage Commissioning or undertaking relevant market research Planning, developing and implementing PR strategies Communicating with colleagues and key spokespeople liaising with, and answering enquiries from media, individuals and other organisations, often via telephone and email Researching, writing and distributing press releases to targeted media Collating and analyzing media coverage Writing and editing in-house magazines, case studies, speeches, articles and annual reports Organizing events including press conferences, exhibitions, open days and press tours Maintaining and updating information on the organisation's website Sourcing and managing speaking and sponsorship opportunities Fostering community relations through events such as open days and through involvement in community initiatives Managing the PR aspect of a potential crisis situation Write press releases and prepare information for the media Respond to information requests from the media Help clients communicate effectively with the public Help maintain their organization's corporate image and identity Draft speeches and arrange interviews for an organization’s top executives
Working especially with marketing and programme to discuss the images they require and how they want to use them. Working in different locations and circumstances to get the right image. Communicating with photographic subjects, putting them at ease, encouraging them and directing them. Capture and process images until you achieve desired results. Constantly improve image quality using various editing methods. Use and maintain modern and traditional technical equipment (cameras, lenses etc.) Arrange objects, scenes, lighting and background to adhere to specifications. Archive photographic images and maintain the database. Maintain an in-depth understanding of photographic best practices and procedures. managing the business aspects of the work, including administration, scheduling work, invoicing and basic accounting
Determine the message the design should portray. Create images that identify a product or convey a message. Develop graphics for product illustrations, logos, and websites. Select colors, images, text style, and layout. Present the design to clients or the art director. Incorporate changes recommended by the clients into the final design. Review designs for errors before printing or publishing them.
Forecast, Monitor and manage cash and account balances for operational needs. Initiate, manage and process accurate cash receipt and disbursement transactions. Posting of receipts and payments in the ERP system. Process and analyze new and existing customer credit checks. Facilitate information flow with other departments and orders teams during customer credit checking process. Ensure accuracy of accounting records related to cash transactions. Liaising with the Finance and Grants Assistant to ensure that the schedules are presented in a timely manner. Establish, maintain and update files, financial database, records and other working documents. Elevate high-level problems/issues with Head of Finance to discuss resolutions. Responsible for the archive in the finance department. Investigate and respond to inter-department inquiries timely.
The official entrusted and managed receipts and coupons for donations. Official receipt of deposits and time deposits. Responsible for inventory and tendering of documentary donations Follow up deposits for cash donations and electronic banks Responsible for the preparation of the monthly report of donations contributions at the level of the center and the projects donation Prepare of the monthly report of the proceeds of the donation Monitoring the balance of deposits held in the centers of donations and tracking the daily position it.
Fund Disbursement: Writing of Checks as approved by relevant budget holders. Payment of participants and other LMF cash payments out of the office. Update daily Cash and reconcile cash and book balances. Recording in the official Ministry of Social solidarity books, forms, etc. Maintain proper filing and easy retrieval of finance documentation. Perform Bank related activities (Pick up Bank Statements, collect office running cash, etc….) Conduct weekly and month end cash counts. Cash Flow: Maintain petty cash with strong supervision from the Finance and Grants Officer. Update & maintain manual cash book. Maintain optimum cash balances and advises the Finance Officer for cash replenishment (including emergencies) Grants Management: Work closely with project officers in programme operation department. Follow up on the implementation of grants and assist as required. Assisting Finance and Grants Officer to complete and update files for all grant activities. Monitor grant expenditures against budget. Assist Finance and Grants Officer to maintain the grants tracker and database. maintains Grant-Report Calendar with grant requests. Assist in conducting pre-award assessments of potential grantees. Support grantees to complete required forms and reports. Financial Information and other support functions: Assist during audit to retrieve all relevant documents for audit exercise. Assist others requiring information on transactions to retrieve relevant payment vouchers and documentation for their use. System Administration: Registration of all paid vouchers on ERP system on a daily basis. Single Account Reconciliation. Weekly Bank and cash Reconciliation. Others: Ensure all documents are filed and stamped “PAID” Prepare for Monthly financial reports. Ensure staff, partners, volunteers comply with LMF policies and procedures Ensure the effective and efficient use of all Life Makers resources in order to keep costs low and ensure the security of staff. Give induction and training to non-finance Team. Any other duties as assigned by finance and grants officer.
Financial Accountability: Ensure that all financial functions are managed with efficiency and in accordance with the Tax and related financial laws in general and with particular emphasis to financial, procurement and other guidelines and Policy. Ensure that all donations from crowdfund department and other sources of fund are issued in a timely and accurate manner in compliance with LMF procedures. Preparation and submission of monthly Balance Sheet Reconciliations. Directly lead, manage and motivate the Assistants and collection teams, ensuring that he/she has a clear work plan and objectives and receives regular supervisions and reviews. Process all banking activities, ensuring that bank account records are accurately maintained, and that bank statements are obtained on a timely basis. Approving and Recording and maintaining transactions in the system. Review and approve all settlements and elevate high-level problems/issues with Head of Finance to discuss resolutions. Ensure on a regular basis that Debtors and Creditors ledger balances are allocated and reconciled data entered into the system are correct. Timely prepare reconciliation of payroll, bank and petty cash, Ensure all Single account should be reconciled such as - all tax account, accrual account and receivable account. Plan and organize monthly and year-end cash count and cut off taking. Negotiation of the exchange rates with bankers for foreign currency transactions. Support Head of Finance in development of the financial strategy. Grants Management: Create, maintain and close donor grant files and ensure that the grants management filing system is maintained in accordance with established grant management protocols and that all grant documentation is properly filed therein; Manage sub-grantee agreements as per donor/sub-grantee requirements to ensure the dissemination and understanding of Life Makers grant management manual and other relevant policy documents by all stakeholders; Facilitate the understanding of donor contracts and compliance issues among programmes officers, budget holders and those responsible for overhead cost recovery; Prepare donor reports and other documents as required by donors in liaison with budget holders and Finance; Prepare and submit financial reports to budget holders for the preparation of the narrative reports; Support in proposal writing particularly with the budget preparation; Assist the Head of Finance and budget holders to monitor expenditure and progress against allocations, and time frames on a monthly basis; Produce and maintain monthly grants monitoring schedule. Control & Supervision: Ensure the security of all cash and assets (e.g.: regular cash and bank reconciliation, fixed asset and inventory physical checks). Ensure the effective and efficient use of all Life Makers resources in order to keep costs low and ensure the security of staff. Ensure staff, partners, volunteers comply with LMF policies and procedures. To take a lead role in Internal and External audits and implement all the recommendations concerning finance. Carry out autonomous field checks and visits to support and build capacities of the Field Finance teams and Consortium partners. Ensures that the area financial and related documents are properly kept until the time they are transferred to the archives. Give induction and training to non-finance Team. Take appropriate steps to minimise the risk of fraud or theft. Any other duties as assigned by Head of Finance.
التنسيق ومتابعة كافة انشطة المؤسسة داخل نطاق العمل الخاص بالمشروع المشاركة في الخطط الدورية للمشروع توزيع العمل ووضع الخطط الخاصة بالمنسقيين الميدانين في المحافظة ومتابعة العمل. التنسيق مع فريق العمل لإيجاد حلول للمشكلات التي تطرأ في الميدان. القيام بالزيارات الميدانية للجهات المستهدفة من المشروع وتوثيق جميع الانشطة المنفذة. جمع البيانات وتحليلها وعمل المسوح الميدانية الخاصة بالمشروع التنسيق مع المستفيدين لتقديم الدعم الفني والادارة المطلوب لتنفيذ أنشطة المشروع التواصل وبناء العلاقات والتشبيك مع الجهات الحكومية والمؤسسات الاهلية والقيادات المجتمعية في المحافظة. العمل علي تحفيز أفراد المجتمع والجهات المعنية لحل مشكلات المشروع. العمل على تحفيز وتنمية فريقه في العمل. إعداد تقارير المتابعة الشهرية والدورية. ما يستجد من أعمال.
تنسيق وتنفيذ كافة أنشطة المشروع المختلفة. وضع خطة كل محافظة مع منسق العمليات في المحافظة. تحديد المستهدفات الشهرية والاسبوعية من البحث و متابعة التدخلات لكل محافظة طبقا لخطة المشروع. جمع البيانات وتحليلها وعمل المسوح الميدانية الخاصة بالمشروع. استلام وتسليم بيانات حالات البحث و المتابعة مع منسق العمليت وتوزيعها على المناطق المستهدفة. تنسيق جميع الانشطة المطلوبة للمؤسسة في الميدان. متابعة تحقيق المستهدف المطلوبة. التنسيق مع المستفيدين لتقديم الدعم الفني المطلوب لتنفيذ أنشطة المشروع. التواصل وبناء العلاقات والتشبيك مع الجهات الحكومية والمؤسسات الاهلية والقيادات المجتمعية في مانطق العمل. العمل علي تحفيز أفراد المجتمع والجهات المعنية لحل مشكلات المشروع. اعداد تقارير المتابعة الشهرية والدورية وتقديمها لمنسق العمليات. مايسند اليه من اعمال اخري.
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