Ona
Job Vacancy: Administrative Assistant
Location: Nairobi, Kenya
Job Vacancy: Administrative Assistant
Location: Nairobi, Kenya
Start date: Immediately
About Ona: The world’s leading
humanitarian, development and global health organizations rely on Ona to
improve their impact and accountability.
These include Ona Data
(ona.io), a mobile data collection and visualization platform and OpenSRP
(smartregister.org) a mobile health platform Ona is developing with the World
Health Organization.
Overview: We are looking for an
administrative assistant to provide finance and administrative support and to
facilitate the day to day running of the Kenya office.
Roles / Responsibilities
1. Accounting
Roles / Responsibilities
1. Accounting
- Regular
bookkeeping and petty cash management;
- Prepare the
annual operating Ona office budget;
- Ensure monthly
filing of VAT Returns;
- Assist with
the routine invoicing of clients;
- Payment
processing this includes, preparing expense vouchers, check expense claims
for accuracy;
2. Administration
- Providing
general support to visitors who come to Ona offices;
- Assist
in the management of Kenya visa, alien cards, and work permits for
international staff; Ensure timely submission and follow-up as needed;
- Manage travel
arrangements for international and local staff, consultants and visitors
(routing, ticket and hotel booking, visa application, computation of
travel expenses), including relationship with travel agents;
- Manage
the office supplies/equipment management process that ensures adequate
stock of supplies to prevent stock-outs;
- Manage service
contracts with suppliers for required administrative services – including
repair/maintenance, water, electrical, office supplies, etc. to avoid
disruption of services and supplies; ensure that all service contracts are
procured in compliance with Ona procurement policies
- Maintain a
records management system that provides guidance to staff with regard to
file and records management;
- Maintain an
upto date contact list of our clients and staff at Ona;
- Answer and
direct phone calls as required;
- Planning,
scheduling meetings and appointments, and handling correspondence for the
management team;
- Plan meetings
and take detailed minutes when need to;
- Write and
distribute email, correspondence memos, letters, faxes and forms;
3. Human Resources
- Monitor
timesheet submission on a weekly basis and accuracy and ensure that the
staff leave requests are tracked and regularly updated in HR files.
- Support in the
organizing of company events, this includes team building activities,
conferences, retreats etc
- Assist in
maintaining an up to date personnel filing system;
4. Procurement and inventory
- Manage the
procurement process in compliance with Ona policies and requirements;
maintain updated vendor lists and vendor performance files;
- Ensure
adherence to all internal controls/compliance within the different
procurement processes – bid solicitation/review/approval, purchase orders,
documentation of goods/services received;
- Ensure the
consistency of procurement records management; create and comply with
standard records file list for all procurement activities;
5. Property management
- Ensure that
all property/equipment with a value greater than $200 USD is registered –
include equipment descriptions, specifications, serial and model numbers,
Purchase Order Number, value, and inventory label number;
- Manage the
property management database/inventory spreadsheet; update the database
for each new purchase of equipment;
- Undertake
yearly inventories to reconcile database entries with physical
counts of property within the office; document and track property
movements within and between offices and document each physical count
against the property inventory database;
- Maintaining
inventory records and database in both hard and electronic copy; Document
all property dispositions and ensure that disposition of property is in
compliance with Ona;
6. Project support
- Working with
the sales department to ensure routine Invoicing to clients and sales
request are attended;
- Provide
administrative support to projects, specifically in opening and project
files and subdirectories in Ona’s corporate file management system.
Skills
- Ability to
multi task
- Ability to
establish and maintain effective working relationship with co-workers,
Customers, Suppliers and the general public surrounding our businesses
- Knowledge of
company administrative procedures
- Managing
multiple and changing priorities at once
- Good computer
skills including Word, Excel, MS Outlook, PowerPoint
- Managing administrative
processes
- Excellent
communication skills (spoken and written)
- High level of
attention to detail.
Qualifications
- Degree in
Business Administration/ Bachelors of Commerce (Finance option),
- At least CPA
Section 2 (IV) qualification will be an added advantage.
- At least 2
years experience working in a in a busy environment in a similar position.
- Computer
literacy
To apply
Please send the following to jobs+admin-assistant@ona.io;
Please send the following to jobs+admin-assistant@ona.io;
- Note
describing why you are interested in working at Ona
- Resume
- List of
references (required if selected for an interview)
- Relevant
writing sample such as a press release, presentation, advertisement or
company blog post
Please note that resumes will
be reviewed as soon as received.