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Administration Officers Jobs in Kenya

Our Client, Global Programs for Research & Training, is an international NGO wholly owned and controlled affiliate of the University of California San Francisco (UCSF).

Global Programs seeks to recruit highly competent individuals for the following positions: -

Program Administration Officer 

3 Positions
Reporting to: Finance Manager

Location: Suba, Migori or Kisumu
Job Purpose: The Administrative Assistant Officer is responsible in ensuring effective and smooth functioning of the Finance and Administration at the field office (Suba, Migori, or Kisumu). 

He/she will be responsible for maintaining the accounting system, bookkeeping, financial reporting, and the cash and bank accounts. 

The person will also handle program logistics.  
Qualifications and Experience Required:
  • Bachelor’s degree in Commerce, Business Administration, Economics, Finance or equivalent
  • Certificate/Diploma in Business Management/Administration/Logistics or equivalent is an added advantage
  • 2-3 years’ relevant experience
  • Proficiency in Microsoft Office applications
Skills and Attributes:
  • Personal integrity and transparency
  • Good interpersonal and communication skills
  • Analytical, documentation and presentation skills
  • Good verbal and written communication skills, including report writing
  • Ability to prioritise responsibilities under pressure and be self-motivated
  • Fluency in both written and spoken English
Roles and Responsibilities
  • Follow policies and procedures for the financial management and sub-grant of the program
  • Develop and implement a monthly work-plan system to determine activities and targets for the period.
  • Custodian of Petty cash for the field office
  • Process petty cash payments in line with the organisation policies and procedures
  • Prepare cheque vouchers for the field office accounts and cheques to ensure proper and sufficient support documents are attached
  • Ensure all approvals/authorization are received before cheques are written or any other financial transaction taking place at the field office
  • Prepare cash flow projections for the field office
  • Prepare procurement requisition requests for the field office
  • Respond to vendor inquiries including research outstanding balances and staff inquiries regarding outstanding vendor payments
  • Field imprest and cash management
1.    Prepare weekly reimbursement requests
2.    Prepare and update imprest register
3.    Manage cash and liquidity levels in the Study
4.    Make payments of approved transactions from petty cash on various goods and services delivered/offered.
  • Budget Preparation and dissemination as instructed
1.    Assist with the preparation study budget with consultation with the Program Manager and the PI
  • Procurement management
1.    Prepares and submits annual study procurement plan to the head of procurement
2.    Follow through with the procurement department for supplies delivery
3.    Maintain and update inventory registers of all consumables
  • Human Resources:
1.    Distribute and keep track of staff timesheets
2.    Maintain leave database for the study staff
  • Transport and Logistics
1.    Oversee transport management and vehicle maintenance in the study
2.    Make hotel bookings for trainings, meetings and visitors
  • Assist in financial record keeping and reporting at the field office level
  • Maintain strict confidentiality of all privileged information regarding both human resources and fiscal matters
  • Implement any corrective actions subsequent to audits, both internal and external
  • Any other duties as may be assigned by the Finance Manager
How to Apply

To apply, send your CV and cover letter only to before close of business 6th January, 2017. 

Clearly indicate the position applied for on the subject line and expected remuneration.

NB: Flexi Personnel does not charge candidates for job placement

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