Responsibilities for the Project Admin Assistant Jobs:
Office Management
 Accompany project staff to meetings and assist with documentation, among them preparing Project documentation in readiness for the meetings as well as documenting meeting deliberations for action and follow up
Schedule and coordinate meetings between Project staff and external parties, including Financial Service Providers.
Corporate Travel & Event Management
 Execute liaison duties with the Corporate
Travel Management Company based in South Africa where needed
Execute liaison duties with the Corporate Shuttle Service Company where needed
Assist employees obtain business travel visas where required
 Arrange accommodation for visitors and assist them whenever required.
Keep abreast with, and communicate to staff, all relevant travel-related communication and advisories, including security, health and weather.
 Plan for, obtain and manage venues, finalize menus, transport arrangements, catering and entertainment, when necessary for functions, conferences, meetings etc. This may also include inviting of guests and delegates, keeping an accurate RSVP and contacts records, marketing, drawing up team rotas, delegate badges, arranging appropriate public liability insurance among others.
Procurement
 In accordance with HFHI Procurement Policy and HFHI
Procurement Procedure, assist in selection of appropriate suppliers and contractors, to promote good procurement practice with due regard to sustainability, ethical purchasing standards and whole life costing
 To arrange production of appropriate tender and contract documentation
.
To draft and advise on contractual terms and conditions as appropriate, ensuring approval of such is obtained as per policy.
 To produce and manage the production of tender lists and obtain tenders and quotations in accordance with the
Procurement Policy and Procurement Procedure.
 To manage the dispatch of tender documentation and co-ordinate responses to tender enquiries as appropriate
To advise on the appraisal and evaluation of bids on the basis of financial and non-financial criteria coordinating and documenting the process to maintain robust and transparent records in accordance with the HFHI Procurement Procedure.
To have an up-to-date knowledge of related procurement legislation
Accounting Responsibilities
 Handling the day-to-day accounting activities for specific projects.
Assist staff in the specific projects obtain appropriate authorization and documentation for all expenditures prior to processing.
Ensure all bills are paid on a timely basis; resolving all invoice issues with the relevant parties; follow up on invoicing and payment problems with business partners and ensure compliance with contracts.
 Using the Infor Sun Systems Financials handle required project data processing.
 Ensure all accounting files are properly organized.
Assist with maintenance of petty as per policy.
 Review Employee Expense Reports, ensuring compliance to business travel policy.
 To prepare ad hoc reports and reconciliations.
Assist with year-end audit including providing all necessary documents to the auditors.
Any other accounting / finance duties as assigned.
Project Documentation and Reporting
Organize and manage hard and soft files, including posting documents to Base camp as required
 Prepare project documents including consolidation of monthly country reports, monthly SIFT, and periodic performance reports among others
Assist new international hires with the procurement of accommodation, transport etc.
Other
 Request payment and ensure that all service providers under own portfolio are paid
 Other tasks as may be assigned by the supervisor and other Directors.
Qualifications for The Research Project Admin Assistant Jobs:

University Degree in Commerce, Accounting, Finance, or Business Administration
Professional accounting qualification to Certified Public Accountant Kenya or
ACCA
 At least 3 years working experience in a busy accounting environment in a NGO, providing project administration support in areas of office management / events planning, finance, procurement, travel and administration.
Well-developed oral and written communication skills, ability to provide support in a multi-cultural environment and positively engage different stakeholders.
Knowledge of Accounting Software preferably Sun Systems.
