Documentation Officer

Purpose Of The Position
To facilitate the Accounts department in maintaining proper record keeping, bank correspondence, banking services and transportation of finance staff. Responsible for issuing of cheques to suppliers and retrieving sampled audit documents.
Major Responsibilities

Safe keeping of all documents generated in the three departments of Finance, Accounts and Grants.
Receive all documents in a sequential manner on a daily basis
Serialise the files
File the documents
Move the documents in a safe custody. Here they will be readily available for reviews when requested.

Receive all supplier cheques delivered from the bank and ensuring that they are kept under key & lock

Inform the vendors and staff to collect their cheques upon receipt
Issue cheques to the rightful owners only
Make sure all the cheques collected are signed for

Deliver all correspondences to either banks or other business partners as required

Make all deliveries as required by the office to rightful owners
Make sure there is evidence of delivery by having our copies signed or stamped.

Facilitate the office in cheque cashing and depositing .for our petty cash.

Facilitating movement of payments vouchers between the different bank signatories

Facilitate sale of tenders

Cheques and cash received from tender sales are deposited to the organisations account immediately.
Receipting all the tender sales

Proper maintenance of the vehicle by making sure that it is clean and always serviced on time

Make sure the vehicle is taken to Toyota Kenya to be serviced on time
make sure the vehicle is always clean and has fuel at any given time
Ensure the vehicle is repaired when it has mechanical problem

Facilitate the organization in remitting PAYE and WITHHOLDING tax deductions on time

Retrieve the PAYE and WT payment supporting documents
Make copies or scan then hand them to the paying unit for payment unit.
Submit returns KRA on or before 9th of the following month(PAYEE) and WITHOLDINGTAX on or before 20th of the following month

Document retrieval for reviews

Facilitate all the staff that may have discrepancies in either their payments or suppliers by availing the documents for verification.

Facilitate both the internal and the external auditors with any documents sampled for review upon request

All the documents are always assembled ,recorded and handed over to the respective auditors for review
After review they are verified before they are filed again

Facilitating staff to field visits

Ready to facilitate finance staff who may want to visit any field office in any part of the country

Invoicing of other partners

Assembling, making copies or scanning documents that are needed for -invoicing other partners or staff.

Other Competencies/Attributes

Demonstrates well-developed interpersonal skills, excellent communication skills, both verbal and written, as well as negotiation skills
Must adhere to set security standards
Ensure a gender perspective in the scope of work
Perform other duties as required.
Strong leadership and demonstrated ability to work independently and within a team, prioritize tasks and manage multiple activities with attention to detail, meeting tight deadlines under pressure.

Qualifications:
Education/Knowledge/Technical Skills and Experience
The following may be acquired through a combination of formal or self-education, prior experience or on-the-job training:

A Degree in Records Management, Business Administration or a related study.
Must demonstrate hands on experience of filling/documentation and familiarity with the various filling systems.
A minimum of 2 years work experience in records management or related administrative roles
Holders of driving license (BCE) certificate and certificate of good conduct.
Holders of AA Certificate of competence desired
Past experience in accounting computer packages, especially sun system
Experience working in grant related programs.
Experience on defensive driving and similar work experience in a large organization will have added advantage.
Good interpersonal skills and a team player

Working Environment / Conditions

Work environment: Office-based with
Travel: 10% domestic/international travel required