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
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;
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;
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;
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;
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;
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

Please send the following to jobs+admin-assistant@ona.ioPlease note that resumes will be reviewed as soon as received. Only short-listed candidates will be contacted.

Apply via :

admin-assistant@ona.io