International
NGO Safety Organisation (INSO)
INSO services help NGOs with their
day-to-day risk management responsibilities and improve their overall
situational awareness to support evidence-based humanitarian access decisions.
Job
Vacancy: Administrative Assistant, Nairobi
Organisation Background: Founded in
2011, the International NGO Safety Organisation (INSO) is a British charity
that supports the safety of aid workers by establishing safety coordination
platforms in insecure contexts.
INSO provides registered NGOs with a
range of free services including real-time incident tracking, analytical
reports, safety related data and mapping, crisis management support, staff
orientations and training.
The Organisation has grown from
innovative start-up to become a globally recognised charity and a valuable
component of the humanitarian safety coordination system.
Today INSO provides daily support to
more than 850 NGOs in twelve of the world’s most insecure countries and has
earned a strong reputation for performance, principles & professionalism.
INSO Kenya
Monitoring Project: INSO Monitoring is a new ‘INSO-lite’
concept intended to support humanitarian preparedness and response in Medium
Risk contexts like Kenya. The service was activated in March 2018.
While operating with the same
rigorous quality standards of a regular INSO mission, INSO Monitoring will
offer a pared down service menu initially limited to:
Flash alerts and reports on all conflict and criminal incidents affecting our NGO community and on major conflict incidents and serious armed crime. We will no longer report routine crime or tribal violence unless it involves an NGO.
Flash alerts and reports on all conflict and criminal incidents affecting our NGO community and on major conflict incidents and serious armed crime. We will no longer report routine crime or tribal violence unless it involves an NGO.
A monthly analytical report including
data trends and mapping.
As with all INSO services, INSO
Monitoring is only available to non-profit humanitarian & development NGOs
(local and international) working to assist the people of Kenya.
Job
Summary: Reporting to the INSO Kenya Chief
Monitoring Officer and under the technical guidance of INSO Somalia Finance and
HR & Administration Managers, the Administrative Assistant will be
responsible for the partners registration & database and the INSO Kenya
incidents database.
In addition (s)he will support the
Kenya Monitoring and Somalia projects in finances, HR, and administration
functions.
Major
Responsibilities:
Incident Database Management and
Analysis
·
Manage and keep up-to-date the INSO
South Sudan Incident Database
·
Provide direct support to programme
staff to ensure the proper formatting of information products.
·
Provide direct support to programme
staff to ensure the production of high quality data visualization.
Partners Registration Database
·
Manage the Partner’s Registration
Portal, keeping the registration database up-to-date.
·
Serve as INSO’s focal point to
partner organizations for registration related processes.
Finances
·
Daily booking of all transactions and
reconciliation of cash balances. Monthly reporting to the Finance Manager
providing fully reconciled reports detailing income, expenditure and cash
reconciliations.
·
Daily maintenance/reconciliation of
petty cash
·
Ensure that all expenses are properly
authorized before payment
·
Ensure that all payments are prepared
in time and in accordance with all financial guidelines
·
Reconciliation of advances on a
monthly basis giving justification for pending advances
·
Maintain Financial filing system in
accordance with guidelines
·
Provides Documentation required by
Auditor and/or Donors.
·
Maintain a schedule for payment of
utilities and contractual agreements
·
Performs other duties as required by
Finance Manager
·
Ensure all vouchers are scanned (for
archiving purposes) on a monthly Basis
Procurement
·
Organize the procurement (quotations,
tender) of all the goods and services.
·
Ensure the purchasing process is
respected, and ensure proper documentation is supporting all the purchases
·
Ensure goods and services procured
are at a good value for INSO
·
Supervision of office supplies
Asset Follow-up
·
Maintain and update the inventory
list as per INSO requirements and submit monthly reports.
·
Ensure all assets are tagged and keep
record of movement of assets.
·
Ensure physical verification is done
on an annual basis.
Reporting:
·
Prepare weekly Cash reconciliations
for review
·
Prepare Monthly Cash reconciliations
for review
·
Participate in staff meetings
Others
·
The position requires the holder to
be able to work effectively and efficiently unsupervised. The selected
candidate must be able to plan and manage their own time effectively. The
holder must exercise a strong work ethic and take responsibility for his/her
own actions.
·
This position requires a high degree
of flexibility with respect to working hours
The above mentioned list of
responsibilities is not exhaustive: flexibility is a must and other tasks may
be requested to adapt to operational needs.
Mandatory
Requirements:
·
Fluency in English (written and
spoken).
·
A Bachelor’s degree in a relevant
field.
·
At least 2 years of finance and
Administration experience, preferably within NGO sector.
·
Highly organized and principled
character.
·
General knowledge of procurement
regulations.
·
Computer proficiency in Word, Excel,
PowerPoint.
How to Apply:
Interested applicants are requested
to send the following to jobs@ken.ngosafety.org by 25 May 2018 and reference
“Admin Assistant” in the subject line of your email.
1. Cover letter specifying how you meet the mandatory requirements,
your motivation in applying and what you hope to bring to INSO (2-page
maximum).
2. Up to date CV (2-page maximum).
Only shortlisted candidates will be
contacted.
Please do not send any additional
information (such as copies of certificates, copies of diplomas, etc.) and keep
the total size of your application under 2MB.