JOB DESCRIPTION AND PERSON SPECIFICATION
JOB TITLE: Project Administrative Assistant
REPORTS TO: Project Coordinator,
AGRA project – Line manager & Finance Manager – functional manager
REPORTING TO
POSTHOLDER: None
LOCATION: Embu County with regular travel to Tharaka Nithi and Nairobi as required DURATION & HOURS: Full time contract, renewable based on performance and availability of funds.
START TIME: Immediately
PURPOSE OF THE ROLE
To ensure proper books
of account are maintained in the Farm Africa AGRA (“Building
regenerative, sustainable and profitable smallholder agricultural
transformative systems in upper eastern Kenya’’) project. Support the
project in procurement, administrative, office management, Asset
management at the field office, logistics, IT, data entry for M&E and
fleet management-related roles.
Duties &
Responsibilities
To ensure compliance
with the basic standards contained in the Farm Africa finance procedures
manual.
To maintain
comprehensive and up-to-date project financial records.
To perform routine
Procurement, Logistics, Communication and Project
administration
Asset and Fleet
management
To ensure all data entry
of all the beneficiaries and stakeholders is done per M&E
functions.
Specific tasks:
- Accounting:
Perform accounting tasks
in full adherence to the financial procedures set out in the financial
policies and procedures manual
To ensure that proper
accounting records are maintained at the project level. To prepare payment
vouchers and other accounting documents.
To handle and ensure
timely replenishment of petty cash.
To send an accurate and
complete set of monthly project accounts to the Finance Manager latest by
the 10th of the following month.
To ensure that all Staff
Working Advances (SWA) taken by project staff are accounted for within
the stipulated days
Assist in the project’s
budgeting process.
To maintain an
up-to-date, neat and adequate filing system for all accounting and
administration documents; ensuring the time it takes for retrieval is kept at
a
minimum.
To feed back any
pertinent financial management issues to the Finance Manager in
Nairobi.
- Procurement:
To ensure strict
adherence to the procurement policies and procedures including the
thresholds set there in on approvals and purchases.
In liaison with the
project coordinator prepare complete the procurement plan on a quarterly
basis and update appropriately.
Ensure that all office
utilities are paid promptly and maintain a rapport with the suppliers and
ensure there are no outstanding invoices pending.
- Logistics, Communication and
Project Administration
In consultation with the
Project Administrative officer in Nairobi, to ensure that office supplies
(equipment and stationery) are promptly requisitioned and supplied.
To handle incoming and
outgoing project correspondence (letters and emails, calls). To assist in
organising meetings, workshops and conferences.
To make travel and
accommodation arrangements for project staff and visitors. To receive
visitors to the office and direct them to the appropriate staff.
To ensure the project
office premises are clean and neat at all times.
- Asset and Fleet
Management
To maintain an
up-to-date asset register for the Embu office and convey any changes to
the Project Administrative Officer on a monthly basis.
To ensure that all
project assets (furniture, equipment, motorbikes and vehicles) are
insured, serviced and maintained and to report any defects promptly to the
project coordinator.
To maintain mileage and
service records for office vehicles and motorbikes.
- M&E data entry
Collect data provided to
him/her by the project officers and also directly from the field from the
Village Based Advisors (VBAs): These data include but are not limited to
field training forms, VBA and farmer group registration forms, capacity
assessment forms and any other field forms
Properly enter all the
data on VBA and farmer groups mapping into the ODK platform Properly file
all the VBA mapping and groups’ registration forms, training forms and
other related M&E forms.
All training forms
entered into excel and filed according to groups files
Data cleaning of all the
data entered in ODK before submission: to be supervised and approved by
the PC.
Ensure an updated
monthly compilation of the demonstrations established done under the AGRA
project, Lists of both input and output markets and aggregators
working with the
project.
Properly documented and
updated monthly information on the farmer’s input
distributions as done by
the project officers and entered all lists into the excel
database.
Assist the PC on
specific administrative duties which are aligned to VBA and farmer
training and office coordination
React on and build in
the requests from the Farm Africa supervisor
Qualifications |
|
Essential |
Desirable |
Education, qualifications & other knowledge |
|
CPA (Part 2 Section 4) |
Projects Management; |
Certificate of good conduct |
Office Administration skills |
Experience |
|
At least 2 years of experience in project/fund
/ NGO accounting |
At least 1 years’ experience in procurement |
At least 1 years of experience in bookkeeping
(preferably QuickBooks) |
|
Experience in administrative work |
|
Skills & abilities |
|
Computer literacy in MS Office, Word, Excel, Outlook |
Our Values
Investing in smallholder
farming is the number one way to combat poverty in rural Africa. Farm
Africa is a leading NGO specialising in growing agriculture, protecting the
environment and developing businesses in rural Africa.
∙ EXPERT: Expertise
and insightful evidence-based solutions are at the heart
of everything Farm
Africa does.
∙ GROUNDED: Our
teams and partners work closely with local communities,
engaging them in every
level of decision-making.
∙ IMPACTFUL: We
deliver long lasting change for farmers, their families, and the
environments they live in.
∙ BOLD: We
model innovative approaches and are not afraid to challenge
strategies that are
failing.
How to Apply
If you meet the above
requirements for this position, submit your cover letter indicating the
title of the position and the expected salary (maximum 1 page) along with an
updated CV (maximum 4 pages) with email and telephone contacts of three
professional referees addressing to kenyarecruitment@farmafrica.org with the subject
line Project Administrative Assistant before or by 14th July
2022
Only short-listed
candidates will be contacted.
Farm Africa is an equal
opportunity employer and promotes gender equity. Canvassing will lead to
automatic disqualification. Farm Africa does not charge a fee at any stage of
the recruitment process. (e.g. Application, interview, meeting, processing,
training or any other fees).