Job description
Job location: This position is based in Nairobi, Kenya with some travel to pastoral counties within the country where the application is relevant.
Position Type: Consulting: 3 months consultancy with possibility of extension based on funding availability and performance
To Apply: To be considered for this consultancy, we request the following information be submitted on/before December 21, 2018. Please submit your CV, cover letter and three references to Hellen Mutogoh at hmutogoh@pciglobal.org
Position Summary
The Administrative and finance assistant will be part of the team that aims to help pastoralists make informed migration decisions through relevant digital information. Project Concern International (PCI) seeks to recruit individuals who are passionate, knowledgeable and experienced administrative work and have basic financial skills. The program is looking for people who are excited about the opportunity to work on a social enterprise project that could have huge impact for some of the most marginalized populations in Kenya and across the continent. The social enterprise will be focused on product testing, launch, marketing and sales of the AfriScout mobile application to pastoral communities in Kenya’s Arid and Semi-Arid Lands. The successful candidate’s assignment will involve office management, support in procurement, preparation of financial requisitions and other administrative work
Key Duties And Responsibilities
Administrative work
Draft and type routine correspondences
Maintain filing and other office systems
Handles communication including telephone, fax and email
Assists in preparing programs for visitors, including hostel bookings, airport transfer, ticketing etc.
Support in arranging travel schedules and related logistics (including fund monitoring), together with expense claims for staff
Maintains office environment and stationary supplies with appropriate records
Liaises with the appropriate units for repair, supply and maintenance of office facilities
Procurement
Sourcing of quotations from vendors
Simple bid analysis
Carrying out due diligence on suppliers
Completing procurement forms – procurement requests, purchase orders etc.
Financial support
Preparation of financial requests- payment requests, travel advance request etc.
Ensure payment vouchers bear the necessary requisition, approvals and quotations where necessary.
Assist in completing expense reports and reconciliations
Be responsible for Petty Cash and ensure that all expenses are in line with PCI financial guidelines and rules of internal procedure.
Collate, scan and archive payment documentation.
Essential Skills And Qualifications
Diploma in Secretarial Science & Office Management, Business Administration or other relevant field of study from a recognized university or college.
Efficiency with use of (Microsoft Office; Word, Excel, PowerPoint and Outlook) is essential
Basic financial training- at least CPA1
At least 2 years’ experience in as an administrative and finance assistance preferable for an NGO
Excellent organizational, interpersonal, written, and verbal communication skills in English and Kiswahili.
Good judgment and a high level of respect for confidentiality
Demonstrated ability to coordinate tasks to meet deadlines
Good interpersonal skills; ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity
Demonstrated ability to develop and maintain effective work relationships with counterparts
Strong work ethic and willingness to work a nontraditional work schedule.
Balance: combining patience, empathy, and honesty with the assertiveness, clout and drive to see any job through to the end.
Comfortable working in a start-up environment
Desired Competencies/Attributes
Solution orientated
Ability to remain calm and composed under pressure
A passion for the mission and values of PCI.
Participate in PCI’s innovation efforts and in teams on innovation initiatives.
