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Administrative Assistant: Solidarités Job in Kenya

Position: Administrative Assistant

Dadaab, Kenya

18th February 2010

Presentation of Solidarités

Solidarités is an international humanitarian aid organization which provides assistance to populations who are victims of armed conflict or natural disasters.

For 28 years, Solidarités has concentrated its action on meeting three vital needs: water, food and shelter.

In the Horn of Africa, Solidarités is currently implementing food security, water and sanitation projects in Kenya and Somalia.

Following its assistance activities carried during 2007 and 2008, Solidarités has launched another Water and Sanitation project for the IDPs and the local population of Afmadow in September 2009.

1/ Objective of the position:

  • To assist the Administrator and Logistics Manager in building a high quality Administrative component for the Solidarites Afmadow program.

2/ Keys responsibilities:

this list gives the framework of responsibilities but it is not exhaustive. You may be asked to complete other duties.

General duties

  • To stay informed on the national legislation (especially concerning NGOs…)
  • To manage the front office for the base

Cash Box and Accountancy - On a daily basis:

  • To be responsible for the cash box management
  • To do daily cash box inventories
  • To check and file bills according to the procedures
  • To enter the accounting expenses and incomes in the Solidarités accounting form
  • To maintain the whole accounting: bills, descriptions, accounting code, financial lines, break down of running costs etc…

- On a monthly basis:

  • To do monthly cash inventories and closing of the accounting

Human Resources

  • To ensure the respect of internal regulations regarding employment of national staff
  • To undertake staff induction and briefing on Solidarites recruitment guidelines and Internal Staff Regulations
  • To update staff situation (holiday’s request, employee file…)
  • To assist the Log/Admin Manager in managing internal conflict
  • To maintain the personnel files and personal data,
  • To maintain staff situation – leaves, medical issues, together with the log/admin manager,
  • To respect and follow Solidarités internal rules and procedures at all times

3/ Qualifications and experience:

  • Tertiary qualification in Finance/Accounting Studies, HR/personnel management
  • At least 2 years as administrative assistant in an NGO

4/ Person Specification:

Skills and competences:

  • Good level Kiswahili and English is mandatory,
  • Finance/Accounting and Admin skills are essential,

Personal traits:

  • Punctual, Polite and Rigorous.
  • Good health condition
  • Initiative, autonomy and excellent organization skills
  • Demonstrates management skills,
  • Courteous
  • Excellent Interpersonal skills and team working skills,
  • Multitasks,
  • Able to work under minimum supervision,

5/ Contract Terms:

  • 6 months - renewable (expected start date: 10/03/2010)
  • 2 month probation period

6/ How to apply:

Kindly send your cover letter, CV, copies of Certificates and contact details for 3 referees, all addressed to SOLIDARITES Field Coordinator Dadaab.

Applications should be dropped at SOLIDARITES Field office - Dadaab or send by mail to the following address jobapplication @ by closing date 26th February 2010 at 5:00 pm.

Please clearly indicate on the envelope containing your application the position you are applying for.

Only short-listed candidates will be contacted for an interview.

Women are encouraged to apply for all vacancies

Solidarites is an equal opportunity employer

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