ROLE DESCRIPTION
The Office Management Division at TJF plays a key role in ensuring the organization’s operations run smoothly by managing administrative, financial, legal, and logistical processes. As a central support function, the division is responsible for maintaining operational structure, ensuring compliance, and supporting internal systems so that all teams can work effectively.
The General Affairs Officer is responsible for the day-to-day execution of office operations, supporting multiple functions including administration, finance, legal, and general operational needs. This role involves handling routine administrative and financial processes, coordinating logistics, supporting procurement and documentation, and assisting in basic HR administration. The role requires close coordination with internal teams and external parties to ensure that operational needs are met in a timely and organized manner.
RESPONSIBILITIES
In this role, the General Affairs Officer will be responsible for:
Administrative and finance support
- Support daily administrative and finance-related processes, including reviewing invoices, bills, and expense claims from staff and external parties to ensure accuracy and compliance.
- Maintain and update invoice registers, and ensure all payments are processed in line with the organization’s approval matrix and financial procedures.
- Regularly update project expenses and maintain proper documentation of receipts and financial records.
- Assisted the Accounting team in internal and external audit processes.
Operations & logistics
- Provide travel and logistical support, including booking transportation and accommodation, and coordinating travel needs.
- Support the coordination of internal and external activities such as workshops, seminars, and training sessions.
- Provide general operational support across teams to ensure day-to-day activities run smoothly.
Asset management & legal compliance
- Maintain and update asset registers for both office and field assets, ensuring proper tracking and documentation.
- Support administrative and legal documentation, including preparing and coordinating required submissions to external partners or stakeholders.
- Assist in procurement-related activities as needed, including sourcing suppliers and supporting purchasing processes.
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