Associate
Administrator
Location: Nairobi
Industry: NGO
Our client is
an international nonprofit organization that works to conserve biodiversity and
ensure sustainable livelihoods by transforming land-use practices, business
practices and consumer behaviour.
Responsibilities
include local compliance administration, financial management, security,
procurement and inventory management, and general office administration.
Key Tasks and Responsibilities
Key Tasks and Responsibilities
Global
Administration
- Work closely with the
HQ Accounting and Global Administration (compliance administration) teams
and in coordination with the legal team as needed to ensure branch /
subsidiary meets all compliance requirements including annual filings;
this specifically includes preparing data for annual financial accounts,
audit and payroll year-end reporting in coordination with the external
accountant and coordinate sign off with company Directors;
- Administer local
signing authorities matrix, as issued and approved by Finance & Global
Administration;
- Oversee general
facilities management including leasing, set up and shut down,
general administration, reception, transportation, and travel – for
primary and, as applicable, satellite offices;
- Ensure an organized,
neat office space and also a safe working environment i.e. making sure
staff store away confidential information and valuable items such as
laptops;
- Handle office-specific
contract administration (office lease, equipment lease);
- Develop and manage
Nairobi office budget; track and analyze spending using financial
software, conduct cost-benefit and feasibility analysis as needed, and
produce quarterly activities report for Finance-NY;
- Maintain, inform, and
enforce Rainforest Alliance and local Finance & Administration
policies & procedures and processes, including internal controls, and
serve as information conduit to other units as needed;
- Develop, maintain,
update, and communicate office(s) security and emergency plans;
- In close coordination
with HQ F&A, administer locally-required liability and vehicle
insurance;
- Administer inventory
and equipment management and controls;
- Coordinate with local
auditors, banks, and insurance brokers as needed;
- Ensure Rainforest
Alliance’s procurement guidelines are followed;
- Oversee document
management and retention process for Kenya officein accordance with
Rainforest Alliance and local policies;
Accounting
- Manage bookkeeping
responsibilities for the Kenya office;
- Check and process all
consultant expense reports and invoices for East and Southern Africa
region, and forward to New York for payment where applicable;
- Assemble and submit
monthly reporting of accounting transactions to headquarters in New York;
- Implement payment
process for vendors and staff reimbursements, which include reviewing and
verifying backup documentation and proper authorizations;
- Process approved
payments of expenses and travel advances;
- Track receipts,
including checks and wires, and as appropriate, ensure safekeeping and
timely deposit of checks into Rainforest Alliance bank account;
- Perform bank
reconciliations;
- Maintain accounts
database and supporting records; and
- Other duties as
assigned
Qualifications
and Competences
- Bachelor’s degree in
Business Administration or related field;
- 4 years of
increasingly complex experience in an operations, procurement or logistics
role;
- Professional
experience with accounting, forecasting, budgeting, and contractual
management; human resources management experience required;
- Solid knowledge of
procurement processes and regulations;
- Ability to handle
sensitive information confidentially;
- Experience in a global
work environment and/or international nonprofit organization preferred;
- Ability to work within
a team structure as well as independently, be creative, take
initiative, and possess excellent interpersonal communication
skills;
- Ability to work in a
multicultural, diverse, and highly performance-driven environment; and
- Ability to travel
domestically and internationally up to 10% a year.
To apply,
send your CV and cover letter to applications@flexi-personnel.com before 29th
August 2015.
Clearly
indicate the position applied for and the minimum salary expectation on the
subject line.