Job Title Finance & Administrative Assistant (01)
Job Grade KT6
Reports To Accountant
Direct Reports None
Employment Category One Year –
renewable
Duty Station Nakuru- Kenya
Purpose of the Job
To ensure delivery of friendly, efficient
customer-oriented service by creating a warm and welcoming atmosphere for staff
and guests and providing timely administrative support to the organization.
To ensure accurate preparation of payments, maintenance of KT inventory and all the other records of the Trust.
Specific Responsibilities Accounting and Finance:
- Assembling
and preliminary checking of payment requisitions/invoices and other
documents.
- Preparation
of payment vouchers and cheques in accordance with the laid down
procedures of the Trust.
- Maintaining
a summary of issued cheques for F&A monitoring.
- Ensure
that payments are dully acknowledged by all beneficiaries.
- Maintain
proper filing of all the relevant payment documents for ease of future
reference.
- Ensure
that payment documents are properly stamped are PAID.
- Receiving,
assembling and preliminary checking of travel accountabilities and
forwarding them for further checking and authorization within two (2) days
of receipt.
- Maintaining
a file with copies of authorized travel advance requests as well as
corresponding accountability summaries.
- Maintain
the travel advance monitoring register to ensure advances are accounted
for as per the set guidelines.
- Maintaining
a record in excel of daily spot exchange rates and sharing with the team
every Friday.
- Ensuring
that all transactions made during the week are fully entered in the
Accounting system by Friday of that week.
- Maintaining
and continuously updating the inventory register of the Trust
- Maintain
petty cash float and prepare petty cash requisitions and payments.
- Ensure
that KT office is opened and closed daily.
- Serve
as bank agent on all the bank accounts of the Trust.
- Any
other duties as may be assigned from time to time
Administration
- Front
Office management
- Maintain
the general filing system and file all correspondence (Service Providers,
Administration and Projects)
- Respond
to public inquiries
- Enhance
the corporate image of Kilimo Trust through proper organization of the
front office desk and office surroundings.
- General
Administration
- Coordinating
travel logistics for staff
- Coordinate
procurement of goods and services while ensuring value for money
- Prepare
correspondences, memos to staff in relation to the office operations.
- Prepare
budgets for administration related activities and assist in monitoring it
to ensure no over-expenditures
- Responsible
for organizing events and making relevant logistical arrangements
- Basic
IT Support
- Responsible
for receiving all IT related issues and forwarding them to the respective
Service Providers
- Maintain
a database of all IT problems and ensure they are successfully completed/
solved and closed in time by the Service Provider.
Technical Competence Requirements
- Hands
on experience in the use of use of spreadsheet
- Understanding
the application generally accepted accounting principles and Financial
Reporting Standards
- Ability
to Prepare financial statements & financial reports
- Skills
in Basic Accounting and bookkeeping
- Ability
to maintain strict confidentiality in performing different duties
- Experience
in general Office administration
- Be
honest and trustworthy
Educational Qualifications and Experience Required
- A
graduate with a Bachelor’s degree in accounting, business, finance or
other relevant discipline
- Part
II qualification in professional accounting qualifications such as CPA or
ACCA. is an added advantage
- A
minimum of Two years’ experience doing Finance, Accounting and
Administration work
How to Apply
If you are the right
candidate, please send your application letter plus the following:
- An
up-to-date CV, highlighting relevant skills and experience (presented in
relation to each of the Responsibilities and each of the experience areas
listed above);
- The
names and contacts of three referees, and a daytime contact telephone
number of each of them;
- Copies
of Academic Certificate and Transcripts for O’ level, A’ level – where
applicable, Under-Graduate and Post- Graduate qualifications
- The
names and contacts of your immediate supervisor(s) in the current job and
two of your immediate previous jobs;
- Your
daytime contact telephone number; and
- A
statement and proof of current remuneration package
Please submit your
application electronically to:
The Human Resource & Administration
Manager Kilimo Trust
Plot No. 42, Princess Anne Drive Bugolobi
P.O. Box 71782, Kampala, Uganda
Tel: +256 392 264 980/1, 0200 926 498
Email:recruitment@kilimotrust.org Closing
Date: 25th September 2020
Only shortlisted candidates will be
contacted
