Administrative Assistants
6 Positions
Name of Country: Kenya
Project Name: Kenya Coastal
Development Project
Project ID No: P094692.
Credit No: 4801-KE
Expressions of Interest Reference
No: EOI No. KCDP/15/2013-2014
Project Background: The Government of Kenya has
received financing from the International Development Association (IDA) and the
Global Environmental Facility (GEF) towards the Kenya Coastal Development
Project (KCDP) and intends to apply part of the proceeds to finance Hiring of
Administrative Assistants for Hazina Ya Maendeleo Pwani (HMP).
Kenya
Marine and Fisheries Research Institute (KMFRI) is the coordinating institution
for KCDP and is charged with mobilization of all consultancies on behalf of the
project implementing agencies in line with the project requirements.
This
request for Expression of Interest (EOl) follows the general Procurement notice
for this Project, issue of 26th July, 2011.
1. Objective: The objective of KCDP is to improve
management effectiveness and enhance revenue generation of Kenya’s coastal and
marine resources.
Target
beneficiaries are the coastal communities living within the six coastal
counties, namely: Mombasa, Kwale, Kilifì, Tana River, Taita Taveta and Lamu.
Hazina Ya
Maendeleo ya Pwani (HMP) a sub component of KCDP, is a fund whose goal is to
support coastal communities in the implementation of priority projects that
focus on natural resource management and provision of community services.
The HMP
Administrative Assistant will provide accounting and administrative support to
the HMP Team of the KCDP.
This team
is comprised of the Component 4 Manager, the HMP Manager, County Liaison
Manager and the County Liaison Officers.
The officer
will be responsible for day-to-day accounting / administrative aspects of the
county liaison office operations and will formally report to the CLO.
2. Details:
Job Title: Administrative
Assistant (6 Positions available)
Duty Station: Coastal Counties
Project Reference: Kenya Coastal
Development Project (KCDP)
Duration of Employment: Two Years
(renewable)
3. Financial Management
- Assist in documentation and monitoring of county office internal controls
- Perform routine accounting tasks for the county office
- Maintain accurate county office accounting records
- Monitor and assist the CBOs with their funds accountability requirements
- Prepare monthly financial reports and submit to the HMP Management
- Liaise with auditor and respond to audit queries.
- Support the /County Liaison Officers team in the strengthening of the administrative structures
- Assist HMP CLO team in the follow up of financial and administrative issues such as imprest surrenders,
- Organize and maintain an up to date filling-system for all formal correspondence and other Project documents, as may be required;
- Prepare and manage reports and documents and ensure storage and easy retrieval;
- Perform other duties as determined by the County Liaison Manager.
4. Office Management
- Ensure office is operational during normal working hours.
- Receive visitors and support linkage of CLO office with other Government offices in the county in implementation of project activities.
- Assist in preparation and compiling of project reports including updating of all community projects files.
- Prepare minutes of meetings held in the county office.
- Liaise with KCDP Administrative Assistant through CLO in charge on all staff administrative matters at the county such as leave approval.
- Provide logistical support to other KCDP staff and related activities
5. Vehicle Maintenance
- Ensure timely maintenance and servicing of the assigned county vehicle.
- Monitor vehicle usage and submit work tickets and returns on fuel to the KMFRI transport section with copies to the County Liaison Manager.
- Ensure that all journeys are properly authorized.
- Ensure that the steps required by KCDP rules and regulations are taken, in case of involvement in accident.
Qualifications and Experience:
- At least a Diploma in Project Management, Finance and Accounting, Business Management or equivalent.
- Possess a CPA II
- Have a minimum of 2 years relevant work experience in the public sector or donor funded projects preferably in providing assistance in project implementation.
- Have computer skills including good command of MS office.
- Ability to work with minimum supervision and under pressure to meet tight schedules.
- Knowledge of English and Kiswahili is mandatory.
- Familiarity with the coast region including the counties.
- Excellent written and oral communication skills, including good interpersonal skills; ability to work in a multi-cultural environment with sensitivity and respect for diversity.
- Demonstrated ability to develop and maintain effective work relationships with counterparts
- Demonstrated effective organisational skills and ability to handle work in an efficient and timely manner;
- Knowledge of native coastal languages will be an added advantage.
- Candidates from coastal counties will have an added advantage.
Interested
persons are drawn to paragraph 1.9 of the World Bank Guidelines: Selection and
Employment of Consultants under IBRD Loans and IDA Credits & Grants by
World Bank Borrowers published in May 2004, and revised in October 2006 and May
2010 (Consultants Guidelines), selling forth the World Bank’s Policy on
conflict of interest.
Successful
candidates will be selected in accordance with the selection method based on
Comparison of CVS as set out in the Consultant Guidelines.
Candidates
can obtain further information at the address below from 0800 to 1500 hours
from Monday to Friday excluding Public Holidays.
Those
wishing to submit soft copies MUST send to the two addresses below.
The
Director
Kenya
Marine and Fisheries Research Institute
Silos Road,
English Point — Mkomani, Mombasa.
Email: consultancies@kmfri.co.ke and info@kcdp.co.ke
www.kcdp.co.ke FBkeycdp,twitter@keycdp
Tele: +254
-20-2353904 or +254.20-8041560/1;
Fax: +254
-20-235 3226
Candidates
are requested to submit written Expressions of Interest ECl (by mail or e-mail)
complete with copies of relevant testimonials such as CVs clearly marked “EOl
No. KCDP/15/2013-2014, Expression Of Interest (EOI) For Hiring of
Administrative Assistant for HMP” to the above address OR be deposited into the
tender Box mounted next to the office of the Chief Supplies Officer at KMFRI
Headquarters in Mombasa on or before
May, 2014 at 11.00 am.
Evans
Nyakoni
For: Director / KMFRI
Issued on: 17th April 2014