NGO Jobs in Kenya - The Clinton Foundation

Administrative Assistant - Receptionist

Location: Kenya

HQ / Initiative: Clinton Climate Initiative (CCI) - Forestry Program

Overview:

The Clinton Foundation, Clinton Climate Initiative - Forestry, is currently seeking an Administrative Assistant - Receptionist. 

The position will be responsible for the general secretarial and administrative support for the office, and will assist the Office & Operations Manager in the administrative aspects of his/her daily responsibilities, providing timely staff services and efficient office operations.

Please note that this position is only open for Local National recruitment and does not qualify for international assignment.

Responsibilities:

Office Management and Reception

• Oversee security at front door, welcome assist and/or direct visitors and the general public as appropriate
• Manage couriers and deliveries.
• Sort and distribute all faxes, mail and packages to directed individuals upon receipt
• Answer to general email inquiries
• Maintain an adequate inventory of office supplies
• Insure proper maintenance of the office equipment and materials, and manage external vendor contracts
• Develop and maintain a professional working environment in the office, including management of facilities, supplies and equipment

Administrative Support

• Assist in the planning and preparation of meetings, conferences and conference telephone calls
• Provide secretarial support upon request
• Assist management team with meeting scheduling and travel arrangements
• Maintain all office filing systems and file all correspondence
• Provide assistance to project teams, as assigned

Assistance to the Office & Operations Manager

• Assist with accounting tasks and record keeping
• Assist in codifying invoices and applying them to the corresponding budget.
• Support the on-boarding and orientation of all new staff
• Offer logistical support during training events, including venue booking, handout preparation and scheduling with external providers

Qualifications:

• Minimum of one year post high school education in accounting, or a related field
• Minimum four years of professional experience in a similar position
• Previous non-profit experience is highly desirable
• International NGO experience preferred
• Fluent in English and Swahili
• Proficient in usage of computers and MS Office (Word, Excel, PowerPoint etc)
• Experience in handling of web-based management systems

Other Desired Skills:

• Demonstrated reliability regarding attendance and work performance
• Solid knowledge of human resource functions, policies and procedures
• Bookkeeping and accounting skills/experience
• Experience in administering office / facilities
• Superior organizational and time management skills
• Demonstrated ability to work as part of a team and perform well in a start-up atmosphere
• Good communication and interpersonal skills to deal with a diverse clientele and staff; cordial and professional demeanor
• High degree of attention to details
• Excellent verbal and written communication skills
• Flexibility and ability to work in busy environment

Physical and Other Requirements:

• Significant computer work, which may require repetitive motion, prolonged periods of sitting, and sustained visual and mental applications and demands.
• Occasional lifting, bending, pulling, collating, and filing, some of which could be heavy (>25 lbs) or require the use of carts

This positions reports to the Office & Operations Manager.

The Clinton Foundation maintains a strong policy of equal opportunity in employment.  It is our objective to recruit, hire, and retain the most qualified individuals without regard to race, color, religion, sex, sexual orientation or identity, national origin, age, disability, veteran status, or any other characteristic or status protected by applicable federal, state, or local law.  Our equal employment philosophy applies to all aspects of employment, including recruitment, compensation, benefits, training, promotions, transfers, job benefits, and terminations.

This job description is intended to convey information essential to understand the scope of the position.  It is not intended to be an exhaustive list of skills, efforts, duties, or responsibilities associated with the positions.

How to apply

Click here to apply for this job online

Office & Operations Manager
 

Location: Kenya

HQ / Initiative: Clinton Climate Initiative (CCI) - Forestry Program

Overview:

The Clinton Foundation, Clinton Climate Initiative - Forestry, is currently seeking an Office and Operations Manager. 

The position will be responsible for managing the finance, administration, human resources and logistic for the programs in the country.

Please note that this position is only open for Local National recruitment and does not qualify for international assignment
 

Responsibilities:

Finance

• Work closely with Headquarters to ensure that country financial requirements and reporting are satisfied
• Assist the management team with budgeting and financial management
• Prepare internal management reports on administration and finance
• Liaise with payroll provider upon request from Headquarters
• Keep the bank ledger and the main program cash ledger, and reconcile the ledgers
• Handle invoice problems – interfacing with Headquarters as needed
• Review monthly reports from Headquarters and assure correctness
• Control the program’s cash level on a monthly basis
• Maintain oversight and control over the petty cash and general office expenses
• Check invoices and enter information into the invoice system for approval and payment by head office
• Define the cash flow plan for the program and report to Headquarters
• Prepare, consolidate requests for cash advances, and send to Headquarters

Human Resources and Administration

• Work closely with Headquarters to ensure that the Foundation’s personnel policies and procedures are followed
• Coordinate closely with Human Resources and Clinton Climate Initiative - Forestry management on resolving any staff issues
• Help manage all staff requests and issues regarding the work environment and personnel policies in coordination with Human Resources and the Country Director
• Draft and implement approved office policies and standard procedures
• Administer the statutory benefits in-country
• Ensure that all official documents, registrations, and insurances are up to date
• Coordinate with the external provider on employee benefits, including pension and insurances
• Coordinate with local authorities concerning administrative issues (i.e. Labor Office)
• Take part in preparing projects insuring that financial and national HR aspects are taken into consideration
• Coordinate on-boarding training of new hires and ensure integration of new employees
• Support the implementation of organization-wide initiatives
• Coordinate with the Headquarters on administrative and management matters

Logistics and Supply

• Manage the purchasing of furniture, fixtures, office supplies and computers
• Develop the annual budget for purchasing, and monitor monthly expenses
• Manage relationships with external service providers and suppliers
• Manage the chain of supplies and international purchase orders, working closely with senior management
• Ensure that correct logistical procedures are being followed in accordance with donor and CCI – Forestry requirements

Supervision

• Supervise the Administrative Assistant - Receptionist

Qualifications:

• Bachelor’s Degree (Minimum), Master’s degree (Desirable) in Finance, Accounting, Business, Management or other relevant field
• Minimum five years of in hands on operations administration, finance, logistic and human resources is required
• Previous non-profit experience working on comparable tasks is highly desirable.
• International NGO experience preferred
• Fluent in English and Swahili

Other Desired Skills:

• Superior business and finance administration skills
• Solid knowledge of human resource functions, policies and procedures
• Solid accounting and supply management skills with a high degree of attention to details
• Demonstrated ability to work as part of a team and perform well in a start-up atmosphere
• Able to troubleshoot problems, while also identifying issues which need to be escalated
• Highly organized, able to handle multiple issues at the same time
• Excellent verbal and written communication skills
• Knowledge of computer based accounting
• Strong IT skills, including MS Office (Word, Excel, Outlook etc)

Physical and Other Requirements:

• Significant computer work, which may require repetitive motion, prolonged periods of sitting, and sustained visual and mental applications and demands
• Occasional lifting, bending, pulling, collating, and filing, some of which could be heavy (>25 lbs) or require the use of carts
• Occasional in-country travels and no more than 10% international travels. Must have or be able to obtain a passport, and must be able to obtain required visa.

This position reports to the Country Director.

The Clinton Foundation maintains a strong policy of equal opportunity in employment.  It is our objective to recruit, hire, and retain the most qualified individuals without regard to race, color, religion, sex, sexual orientation or identity, national origin, age, disability, veteran status, or any other characteristic or status protected by applicable federal, state, or local law.  Our equal employment philosophy applies to all aspects of employment, including recruitment, compensation, benefits, training, promotions, transfers, job benefits, and terminations.

This job description is intended to convey information essential to understand the scope of the position.  It is not intended to be an exhaustive list of skills, efforts, duties, or responsibilities associated with the positions.

How to apply

Click here to apply for this job online