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Administrative Assistant Job in Nairobi, Kenya

Administrative Assistant

1 Position

Location: Nairobi, Kenya

Duration: 6 months (with extension possibility)

Start date: ASAP

Goal / purpose: The Administrative Assistant supports the mission’s coordination of administrative accounting and audits.

He/She runs the day to day maintenance of the cash box and accounting journals, as well as monitoring, inputting and archiving accounting documents as per the department’s procedures.

S/He is in charge of his/her cash box security.

Line manager: Finance Manager

Line report(s): None

Main tasks:

General duties
To stay informed on the relevant national legislation (especially concerning Taxes…)
Cash Box and accountancy

On a daily basis:
  • To be responsible for the cash box management
  • To do daily cash box inventories
  • To check and file bills according to the procedures
  • To enter the accounting in the Solidarités accounting software
  • To prepare and do bank payment

On a monthly basis:
  • To control the whole accounting: bills, descriptions, accounting code, financial lines, breakdown of running costs etc…
  • To do monthly cash inventories, bank reconciliations and closing of the accounting
  • To print out the accounting vouchers and do the final filing
  • To prepare salaries payment for the staff
  • To assist the line manager in case of an audit

  • To ensure the respect of internal regulations regarding salary advance of national staff
  • To undertake staff induction and briefing on Solidarites Administrative finance and Per diem guidelines.
  • To maintain the finance soft and hard copy files ,
  • To respect and follow Solidarités internal rules and procedures at all times

  • Establish a statement of needs for liquid assets in consultation with the Administrator
  • Carry out withdrawals and payment of advances, in accordance with established procedures
  • Keep the advance books and cash journal
  • Record budget allocations and accounting codes of the expenses
  • Before recording, check that the supporting documents complies with Solidarités International procedures
  • Ensure that accounting documenting are translated if necessary
  • Convert currencies at the line manager’s request
  • Check cash balances daily and report any discrepancies to the line manager
  • Archive accounting documents in accordance with Solidarités International procedures, after a final check of supporting documentation
  • Ensure cash box security and confidentiality of information

Qualifications and experience required:

  • Business/Bachelors of Commerce degree is desirable, or a relevant advanced Diploma
  • A strong Accounting background
  • Member of ICPAK professional or equivalent body a must

  • 2 years minimum experience in similar capacity with INGOs
  • 2 years’ experience in administrative accounting procedures
  • Experience in auditing procedures
  • Experience working in a cross cultural environment

Person Specification:

Skills and competences
  • Book keeping and Accounting
  • Strong arithmetic accuracy
  • High professional integrity
  • Hard working under pressure
  • A strong team player
  • English and Kiswahili oral and written
  • Excellent Computer skills (Word, Excel, Outlook and SAGA).
  • Personality traits
  • Good stress resistance
  • Keen attention to details
  • Rigorous and autonomous
  • Calm and diplomatic
  • Strong working capacity
  • Sense of initiative and autonomy

How to apply:

Send a cover letter and CV with 3 referees to the following email address:

Please indicate the job title and location in the email subject line.

Deadline for applications: 13th June 2014.

Please note that only shortlisted applicants will be contacted for interview.

Solidarités International is an equal opportunity employer

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