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Administrative Assistant Job Vacancy at Hivos Kenya

Hivos Kenya is looking for an Administrative Assistant to provide administrative support to The Africa Biogas Partnership Programme (ABPP) Team.

ABPP aims to establish a domestic biogas sector in six African countries: Burkina Faso, Ethiopia, Kenya, Senegal, Tanzania and Uganda. In each country a local (government) agency is in charge of programme implementation and partnerships have been created with
governments, NGOs, micro-finance and vocational training institutions and peoples organisations.

The administrative assistant will work 75% for the ABBP and 25% directly for the Kenya office Regional representative.

Responsibilities:

Accounting and Finance
  • Manage Petty Cash
  • Prepare and process purchase orders, invoices, manual cheques and contract payments.
  • Perform bank reconciliations
  • Research price, and purchase office goods and services.
  • Assist in providing monthly financial reports and other reports as needed
  • Check travel expense reports for the ABPP Team.
Administrative
  • Coordinate and maintain records for staff, office space, phones, parking, company credit cards and office keys.
  • Setup and coordinate meetings and conferences (reserve meeting rooms and AV equipment, arrange catering, etc.).
  • Setup accommodation and entertainment arrangements for company visitors.
  • Assist with and organise travel arrangements as needed including VISAs
  • Take Minutes at office meetings and meetings with other stakeholders
  • Managing agendas and arranging of appointments & meetings.
  • General clerical and programme based work.
Support: Perform support tasks for the local Hivos office such as:
  • all administrative and secretarial duties, such as updating the department diary and making travel arrangements are performed for the bureau
  • Various support tasks are performed as given out from time to time.
Personal Competencies and Qualifications

The ideal candidate will have strong interpersonal skills. S/he enjoys time management and is talented in office administration, enthusiastically supports a team of committed professionals.

S/he is poised and enjoys personal interaction, is well-organised and self-directed as well as comfortable managing multiple priorities.

The candidate will be proficient in Computers (Sage Pastel, MS Office Suite especially Word and Excel).

Bachelor’s degree (in Accounting / Administration) is strongly preferred or comparable work experience.

Knowledge of French is a requirement.

This is a full-time position and will be on a one year renewable contract. It is a new function, to start as soon as possible. Hivos is an equal opportunity employer and women are encouraged to apply. Those meeting the requirements of the above position should submit a motivation letter and CV via email to:

Administrator/Accountant, HIVOS /ABBP
ACS Plaza, Lenana Road,
P.O. Box 19875 – 00202, Nairobi
info @ hivos.or.ke

so as to reach on or before 29th March 2010.

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