NGO Job in Kenya - Administration & Finance Assistant

Type of organization : INTERNATIONAL NGO

 Position Description

Title: Administration & Finance Assistant

Location: Westlands, Peponi Rd., Nairobi

Start date: As soon as possible

Duration of Contract: One Year, w/possibility of extension, subject to funding

Background

This organization has been providing humanitarian mine action assistance in the Horn of Africa since 2003. We have a programme in Somaliland since 2003, in SC Somalia since 2007, in Puntland since 2009 and in Yemen since 2010.

Purpose

As the size of our portfolio increases, additional administrative, financial and logistical support will be required to maintain a standard level of service to the  programmes in the region. The Admin & finance Assistant will provide critical services in support of this effort.

Key Responsibilities:

Administrative & procurement:

·         Office management (respond to inquiries, internal and external mail dispatch, day to day office movement, car management, taxi coordination, minor procurement, etc.).

·         Perform general clerical duties but not limited to photocopying, scanning, filing, mailing.

·         Arrange staff travel both commercial and humanitarian flights.

·         Manage the accommodation of staff visiting the regional office.

·         Offer support to regional office and field office in obtaining travel documents e.g. visa, travel permits.

·         Routinely re-order office supplies.

·         Update mail/phone directories.

·         Update the staff lists (Echo, UNHAS, NSP).

·         Manage the filing, storage and security of documents.

·         Monitor insurance coverage, apartment leases, telephone services (Safaricom, Thuraya) to ensure timely payment.

·         Solicitation & collection of quotations for DDG program managers

·         Sending procured supplies to the field office.

·         Manage asset transfer both in the field and in the regional office.

·         Asset tagging and update of the inventory list.

Finance:

·         Monthly scanning of finance vouchers as per guidelines.

·         Keep track of all bills e.g. electricity, water and ensure timely submission to the finance officer for payment.

·         Cheque dispatch.

·         Support Grant and Finance officer with updating cashbooks

Other:

·         Set up and coordinate meetings and conferences

·         Other duties as required by the  Regional Director & Grant and Finance officer.

Reporting Arrangements

The  Finance officer will direct the work of this position.

Personal Specifications

Essential:

·         Bachelors’ degree in Accounting or Business Administration, or CPAII.

·         2 years work experience with NGOs.

·         Proven ability to prioritise tasks and meet deadlines

·         Stable and robust character and a good team-player

·         Excellent communication skills, calm and a good sense of humour

·         Proven commitment to accountable practices.

·         Excellent computer skills in MS Excel.

·         Fluent in written and spoken English / Kiswahili.

·         Able to work without supervision and accomplish results

Applications

Interested candidates who meet the requirements are invited to submit updated CV and cover letter explaining their motivation and why they are suited for the position. Please indicate how your education and experience qualifies you for the position.Your application should include your current monthly/previous salary and benefits as well as your expected salary submit your application to jhprecruit@rocketmail.com

Closing date is April 8, 2011.

We are an equal opportunity employer.

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