Job Title: Office Assistant
Organisation: Self Help Africa
Department: Finance and Administration
Location: Baringo County (Marigat Town)
Salary: Ksh622,252
Benefits: 22 days annual leave, Medical Insurance (self+spouse+4children maximum, 25% leave allowance and 10% Employer pension contribution)
Reports to: Administration & Logistics Officer
Expected Travel: Minimum travel will be required
Job Description
The job holder will be responsible and accountable for managing all administrative and finance related activities of the Marigat office.
Key Responsibilities:
ADMINISTRATION
Organize for meetings in the office and those at conference facilities
Take minutes in working group meetings
Ensure the security of the office by being in charge of opening and closing of the office
Sourcing of quotations for programme needs, office items and other items
Ensure that different services rendered are appropriate and report on their status
Ensure that the office cleaning is done appropriately and on time
Ensure that the Monday staff refreshments are made available
Ensure that staff airtime is distributed on time to the respective staff
Maintain the office petty cash and account to Head office when it is utilised
Manage the use of office stationery
FINANCE
Maintain the records of all office assets and inventory/supplies and ensure that they are adequately secured and allocated as directed by the Administration & Logistics Officer.
Conduct a quarterly physical fixed assets verification on all assets held in the Marigat office and prepare a report that should be submitted to the Administration & Logistics Officer.
Assist the finance team with partner financial monitoring, when called upon to do so
Ensure that the payments to the various service providers are done on time, such as Internet, Utilities, Security, Newspapers, Rentokil and Rent
LOGISTICS
In liaison with the Administration & Logistics Officer coordinate logistics for staff visiting the project(s)
Ensure secure and appropriate parking is secured for office vehicles
Participate in distribution of various procurements (e.g. seedlings, food stuff, assets, animals etc) when called upon
SAFETY AND SECURITY
In liaison with the Programme Manager, participate and disseminate security updates from the County Steering Committee to the team in a timely manner
Ensure that C19 Contact tracing is done a weekly basis and update the Administration & Logistics Officer.
Any other duties as periodically assigned by the line manager
Key Relationships:
Internal
Project Accountant(s) and Finance Officer
Head of Finance and Administration
HR Manager
All Programme Staff
External
Partner organisations
Qualifications and Experience:
Diploma or a Degree in Business Administration or its equivalent from a recognized institution
Proficiency in MS Word, Excel and Outlook,
1-year proven experience in office management with an INGO
Basic knowledge of financial processes / bookkeeping an added advantage
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