Job Description
As the Administration Associate, you will work closely with the Country Expansion Manager to execute and coordinate the set-up of office operations. As Fenix scales in Kenya, you will take on considerable administrative responsibilities, as well as play a vital role in supporting finance functions.
Key Responsibilities
At Fenix, one of our core values is to think big and make things happen. As the Administration Associate at Fenix, you will embody this value. Your key functions will include
Support Office Operations
Support finding an appropriate space for the Fenix Kenya office, assembly plant & warehouse by contacting agents, viewing potential locations, and making recommendations
Support the recruitment process of Fenix’s sales, operations and customer service teams through sourcing of CVs, liaising with job recruitment companies, updating information on job recruitment boards, shortlisting CVs and scheduling interviews
Maintain a highly professional working environment, everyday (demo units set up, projector + whiteboard in every room, etc.) ensuring that the Fenix office always looks its best
Provide support in building a conducive environment for both internal and external customers, as well as the Fenix Kenya team
Safeguard the office, entrusted with maintaining office keys
Oversee the day to day operations of the Fenix Kenya office including managing office support staff – caretakers, cleaners, gardener & cooks
Answer all incoming calls as well as perform other general administration duties like data entry, scanning, filing, shredding etc.
Assist in coordinating key activities such as team meetings, workshops and/or special events
Take up adhoc projects from time to time as needed
Support Finance & Legal Functions
Update company ledger i.e. Revenue and Expense entries in QuickBooks
Maintain company asset register
Ensure that Fenix Kenya is insured against all risks
Meet with the necessary govt officials and file the needed paperwork to ensure that Fenix is legally complainant and has all the necessary licenses/permits to operate in Kenya
Be responsible for the filing of Fenix’s returns (VAT, PAYE, NSSF, Annual returns etc.)
Update minutes from Fenix BoD
Handle the application & filing of TIN, PAYE, NSSF for Fenix Kenya employees
Support the application and processing of work permits for foreign nationals by making the necessary follow-up with immigration
Process all mobile money, cash and cheque payment requests
Assist in audit preparation
Prepare monthly balance sheet reconciliations and bank reconciliations
Coordinate all intercompany inventory and builds in QuickBooks
Process monthly payroll
Required Skills & Experience
Bachelor of Science in Accounting or relevant education
Strong interpersonal skills: courtesy, tact, patience and strong team orientation
Knowledge of office and administrative practices
Skill in both verbal and written communication
Skill in problem solving and decision-making
Proficient with Microsoft Office
Proficient in Quickbooks
Personal Characteristics
Commitment to, and enthusiasm for, the organization’s mission and business model, and respect for our core values
Ability to work in teams or independently
Critical thinking skills (ability to think outside the box)
Strong influencing and negotiation skills
Flexible, with ability to work under pressure to meet deadlines
Willingness and desire to learn new ideas
Highly Desired Skills
CPA certification
Proficient use of Kiswahili
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