Job description
The International Livestock Research Institute (ILRI) seeks to recruit a Finance and Administrative Assistant to provide quality and efficient service in Finance and Procurement department through timely delivery of documents and response to customers’ queries.
Responsibilities
Administrative Roles;
Receive, record and distribute finance and procurements documents to the respective staff
Ensure that documents are fully approved and supported as per ILRI authorization matrix
Maintaining logs of administrative requests, issue timely reminders on uncompleted administrative tasks and identify bottlenecks for timely support
Share a monthly report on all tasks assigned and highlight any patterns for appropriate action to be taken
Receiving and assisting customers, attending to telephone calls, setting appointments and responding to customer’s queries
Recording customers’ requests and follow up in the absence of the responsible staff
Ordering from stores and safeguarding stationery for finance and procurement departments
Process print and issue ILRI receipts to customers at the reception
Maintaining finance meeting room calendar
Coordinating local and international travel, meetings, workshops and conference logistics and verifying related hotel, housing, catering expenses reports, including invitation lists etc
Inducting new Finance staff to ILRI and liaise with relevant units i.e. IT, Health and Safety Unit, and HR to ensure all the relevant procedures are followed
Liaising with all ILRI administrative Units, Research themes, projects and support units as required to deal with Finance matters
Assist visitors on general administrative matters, provide advice and ensure administrative support as required.
VAT Exemption Applications
Prepare VAT exemption applications on real time basis and share with liaison at least twice a week in addition, liaise with Liaison officer for their filing
Monitoring and updating of VAT exemptions sent to the Ministry and KRA
Notifying the responsible accountant on return of the certificates and issuance of the VAT exemptions to the suppliers
Ensuring approved Vat certificates are collected by suppliers as soon as possible
Preparation and sharing of Vat schedule/progress reports on a weekly basis
Creditor Invoices/Expense Claim Authorizations.
Review invoices and other expense claims as they are delivered
Resolve invoice and other claims discrepancies
Provide first check for payment authorization
Check expense claims for staff in accordance with the appropriate entitlement and arrangement payment/reimbursement
Maintaining the Finance database and record keeping
Storing, arranging, indexing and classifying various financial records
Maintaining a database of suppliers and other external customers’ contacts
Overseeing the management of electronic and/or paper-based information
Responding to internal and/or external information enquiries
Reviewing and documenting records management resources
Ensure sensitive information is kept confidential
Assist in filling finance documents & retrieving documents during Audit
Maintaining and updating a proper filing system for the Unit documents.
Requirements
Bachelor’s degree in business administration, secretarial studies, office management or a related field
At least CPA Part II qualifications
A minimum of 1 year recent experience in an administrative role
Computer skills, including sound knowledge of Microsoft Office and Microsoft excel.
Terms of Appointment
This is a Nationally Recruited Staff (NRS) position based at ILRI’s Nairobi campus. It is open to Kenyan nationals only. The position is on a 3-year contract, renewable subject to satisfactory performance and availability of funding.
Job Level
This position is job level 2A, level 2, and ILRI offers a competitive salary and benefits package which includes; pension, medical and other insurances for ILRI’s Nationally Recruited Staff.
