Administrative & Accounts Assistant
Duma Works is recruiting an
Administrative and Accounts Assistant for our client; a tourism civil
society, membership organization in Nairobi.
Purpose of job
Responsibilities
Reception
·
To provide receptionist function in
the office, ensuring an accurate, efficient and polite service to all users.
·
To prepare and post all outgoing
mail.
Administrative
·
To provide secretarial and
administrative support to the CEO.
·
To comprehensively make notes, reports
and minutes from meetings
·
To attend and service staff meetings
and take minutes and distribute after meetings along with any other relevant
materials and to attend other meetings/events in a secretariat capacity as and
when required.
·
Maintaining computerised databases of
the organisation’s contacts, service providers and other relevant information
as required. Organising travel and accommodation for the organisation’s staff.
·
Maintaining filing systems as
appropriate in agreement with line manager.
·
General administration/clerical
support including photocopying, mail-outs, stationery and equipment supplies
and filing.
·
Maintaining the overall standard of
the office space including liaising with cleaning services and keeping an
equipment inventory of all capital, fixture and fittings.
·
Assisting with the promotional
activity of the organization, including responding to information requests from
members of the public and assisting with the co-ordination of events and
conferences.
Financial
·
To assist the Admin and Accounts
Manager with the inputting of supplier invoices and receipting for membership
payments.
·
To assist with the end of month
accounts and in the preparation for the end of year audit.
·
To administer the Organisation’s
petty cash system
·
To obtain quotes for goods and
services, including travel in accordance with financial procedures
·
To scrutinise and check invoices for
accuracy, check goods and services have been received
·
To monitor and maintain staff mileage
records using Microsoft excel
·
Assist in entering financial
information into QuickBooks and managing accounting ledgers.
·
Assist in the management of monthly
financial reports
·
Assist in management of staff payroll
and statutory deductions
·
Assist in preparation of monthly Cash
analysis & Cash flow statement.
·
Where necessary, engage with the bank
for Forex dealings
Requirements
·
A minimum of 1 year experience in
administration/ financial position.
·
A minimum of diploma education,
preferably KATC II -Great typing and communication skills.
·
Available to work i a temporary role
for 3 to 6 months
How to Apply
Send your Cover Letter and detailed
CV to apply@jobs.dumaworks.com marking the subject as “3115”, Your Full name &
Phone number e.g. 3115 Barack Obama, +2547xxxxxxxx. If you don’t follow these
instructions, your application will not go through.
Deadline for receiving
applications: Friday, 03 November 2017
N.B.
* You will receive a confirmation
email and an alert to take a basic screening test over SMS or online. The email
with the test may not arrive immediately. Please be patient. The email/SMS test
will typically be 5-8 questions to help us understand your background. Regular
SMS rates apply to the test.
If you apply and don’t meet these
minimum qualifications, we will not be able to move forward with you
application.