Status: Employee
Starting date: From: 10th July 2018
Duration: 6months
Main aims of the post
Under the direct supervision of the Deputy Administrative Coordinator of the Kenya/Somalia mission, the Admin Assistant is assisting him/her with the daily Administration, and the implementation of validation guidelines and procedures.
Supervisor: Deputy Administrative Coordinator
General Objectives of the position
Accounting:
Process cheque payments for purchases made (suppliers, statutory deductions, office and guest house rent, monthly bills etc)
Proposing and maintaining administrative tools to track recurrent expenses, refunds
Checking that all receipts/invoices recorded in the cash book are physically present at the end of the month in the invoice/receipt file
Filing receipts/invoices and all financial documents in an organized manner
Prepare copies, validation and certification of the mission’s monthly accountancy (Nairobi and Bosaso).
Sending accounting and related documents to Head Quarters on monthly basis
Process statutory deduction & income tax ( NHIF, NSSF).
Prepares the annual returns to KRA (at Organization level and individual level) for the local staff
Monitors all different kind of staff leaves and absences in dedicated tool (spreadsheet).
Administrative
Support programs on training needs (venue booking)
Facilitate travel arrangements for staff (visa processing, flight booking, accommodation, transport and movement)
Answer telephone calls, register the messages and pass them on to the people concerned.
Deal with all correspondence (outward and inward).
Organize meetings and appointments
Organize travel / trips of the MDM staff in transit from Paris to the field or from Nairobi to Somalia (plane tickets, accommodation, SRRC pass etc.).
Deal with visa/residence application procedures for the MDM expatriate staff and Somali staff.
Preparation of the minutes of team meetings.
Maintains office directory
Monitors all different kind of staff leaves and absences in dedicated tool (spreadsheet)
Support preparation of staff welfare activities
Sort and record items to be delivered according to the delivery schedules.
Deliver messages or materials to destinations
Record information, such as items received and delivered.
Facilitate simple Office duties like helping in filing, photocopying, moving equipment’s and binding of documents.
Assist in preparing food, snacks and beverages items for the Office or meetings.
Manage access control functions by verifying employee identification, issuing visitor passes, and observing and reporting any unusual or suspicious persons or activities.
Operate Office equipment, such as copiers, or phone systems and arrange for repairs when equipment malfunctions.
Update minor paperwork and ensure security of Office records, documents and equipment’s.
Supervisory role: Office Cleaner
Professional experience
Bachelors degree in Business Administration or Diploma in Business Management.
Previous experience working with International NGO.
Minimum 3years experience working as Administration Assistant in a busy NGO or organisation.
Skills and qualities required
Excellent IT skills‑Excel.
Ability to synthesize and to manage priorities
Organizational skills and rigor
Reactivity, anticipation, adaptability and capacity to take initiatives to changing requirements
Listening and diplomacy skills
Good writing and communication skills
Capacity to work and to live in tense conditions (climate, cultural context, promiscuity, isolation)
Strong diplomatic, impartial, negotiation and networking skills
Languages
Fluent English (spoken and written) mandatory