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Administration Officer Job Vacancy in Nairobi Kenya

Our client, Uraia Trust, was first established as a programme (the Kenya’s National Civic Education Programme, popularly known as Uraia) through a partnership of a group of development partners and Civil Society Organisations (CSOs) in Kenya.

The programme aimed at consolidating a mature political culture in which citizens are more aware of, and fully exercise their rights and responsibilities, as well as participate effectively in broadening democracy.

Initially, the key focus of Uraia was more on facilitating the engagement of a number of civil society actors to push for reform across a range of key issues such as the constitutional review, boundaries review and electoral reform among others.

This has since changed to focus on civic engagement to accompany civic education to enable a more holistic and integrated approach in achieving Uraia’s goals and objectives.

In this regard, Uraia transitioned from its current state to a new entity, Uraia Trust in line with its Strategic Plan (2011-2015). It is in light of this that Uraia seeks to recruit high calibre, results oriented and self driven professionals with integrity to take up the following position:

Ref. No. AO/11

Job title:
 Administration Officer 

Supervisor/Manager title:
 Head of Support Services

Department:
 Support Services

Location:
 Nairobi

Job summary

The jobholder maintains the accounting records and documentation of all financial transactions
and ensures their accuracy.

The role holder also participates in grant management responsibilities with respect to ensuring proper management of finances, administers the payroll and provides administrative support with regard to human resource related activities.

Key responsibilities

  • Prepare all payments with regard to utilities, supplier invoices and grant disbursements.
  • Manage the petty cash and imprest disbursements and establish and maintain cash controls.
  • Conduct bank reconciliations and submit weekly reports to the Finance Manager for review.
  • Maintain financial transactions including cashbook, ledgers, payroll, payment vouchers and fixed assets register and ensure transactions are properly recorded and entered into the accounting system.
  • Assist in the preparation of budgets and projections.
  • Implement financial controls in accordance with the Trust’s financial policies and procedures.
  • Administer the Trust’s payroll, pension scheme, insurance, staff welfare and other benefits and process payments for PAYE and NSSF contributions on a timely basis.
  • Assist the Head of Support Services in the recruitment process and ensure the safe custody of all employee records and documentation.
  • Assist in the co-ordination of external audits and implementation of the recommendations
  • Assist in overseeing purchasing and proper maintenance of vehicles, office furniture and equipment.
  • Oversee the repair of office facilities, vehicles and equipment and ensure this is done properly and on time.
  • Manage the Trust’s vehicle(s) through preparing a schedule for the Driver and ensuring that it is in proper working condition.
  • Maintain the integrity and confidentiality of records and information entrusted to him/her at all times.
Focus areas of responsibility - % of time spent
  • Financial management and reporting - 60%
  • Administrative responsibilities - 40%
Organisational positioning

Reports to:
 Head of Support Services

Supervises:
 Driver and Office Assistant

Academic and professional qualifications
  • A degree holder in Accounting or Commerce or Business related discipline.
  • Professional accounting qualifications such as CPA, ACCA, CFA and CPS.
Experience
  • At least three to five years relevant experience in accounting.
Additional skills
  • Excellent computer skills.
  • Strong analytical skills.
  • Planning and organising skills.
  • Ability to work under pressure and to meet deadlines.
  • Honest and possessing a high level of integrity.
  • Oral and written communication skills.
  • Excellent report writing skills.
Core technical skills required for the role
  • Accounting and financial management
  • Grant management
The offer

These are challenging and exciting roles that provide the qualifying candidates the opportunity to make a marked difference in the realisation of Uraia Trust’s goals and objectives.

If your career aspirations match these exciting opportunities, please write in confidence quoting the position title and reference number on the subject of the e-mail or cover letter on or before 1 July 2011.

Enclose your curriculum vitae containing a working e-mail address, daytime telephone contacts, qualifications, experience, present position, current remuneration, names and addresses of three referees should be sent to the address below or e-mailed to uraiatrust@kpmg.co.ke.

Executive Selection Division,
KPMG Kenya,
Lonrho House, 16th Floor, Standard Street,
P O Box 40612-00100,
Nairobi.

Only short-listed candidates will be contacted.


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