Job type: Job Type Part Time

Administrative Assistant Chief Of Party (Project Director) Driver Technical Officer I, HIV Care and Treatment

REPORTS TO: Associate Director, Enterprise Services
BASIC FUNCTION:
The Temporary Administrative Assistant is responsible for providing efficient and effective administrative and technical support for FHI360 offices in its functional areas including timely tax exemption applications (DAI forms) support in management of inventory stores, services contracts, leases office, fleet, administration files and efficient resource utilization.
TASKS AND RESPONSIBILITIES:

Request for invoices and pro-forma invoices and ensure vendors submit them on time for tax exemption application.
Type and submit DAI forms from all projects and partners for review and submission within 30 days
Generate timely DAI forms reports as required from projects and sub-recipients
Ensuring DAI forms /invoices from field offices and sub-recipients have dates within the threshold required and not time barred on receipt.
Extract time barred DAI forms and notify Partners and sub-recipients for action.
Receive sub-recipient’s invoices for tax exemption and acknowledgement receipt in writing
Maintain a log of sub-recipients invoices for DAI forms and consolidate DAI forms for review and approval.
Request partners and field offices for missing supporting documents for DAI forms.
Preparing cover letters and tracking worksheets for Tax exemption applications.
Issue blank DAI forms to projects & sub-recipients, maintain log and report for replenishment
Scanning and copying DAI forms from all projects and partners prior to submission to the mission.
Filing copies of approved DAI forms with vendor communication documented for refunds as per Donor rules and regulations
Track submission dates and return dates of approved DAI forms from the mission
Filing and regularly updates system log of all lease documents.
Update lease files with labels and storage systematically to ease access
Arrange resource store, maintain order and extract obsolete documents for approval to dispose.
Print terrorism and debarment searches and attach to service contracts and leases invoices for approval
Update terrorism searches and debarment searches quarterly for all service contracts and leases
Track and maintain a log of service contracts and expiry dates
Report on any terrorism and debarments searches with queries and not cleared in the system.
Sort approved DAI forms from mission by original, duplicate invoices and supporting documents.
Log all approved forms and distribute to respective field based projects and sub-recipients
Record service contract and lease invoices for approval for Finance receipt and payments
Regularly update vehicle maintenance service and repairs report log with mileage
Update Total card incidents and new applications thresholds report for fleet.
Regularly update a log of fleet incidents and accidents for insurance claims status
Extract service contracts, utilities bill and lease remittance advices and send to service providers via email on a timely basis.
Assist in reconciling stationery and consumables usage report for approval and replenishment
Assist in inventory listing, verification process and stores management processes
Assist in maintaining and establish effective record keeping systems for documents in Administration both manually and electronic.
Effectively and efficiently track approved administrative documents through proper identification.
Coordinate with Senior Administrative Officer on a regular update of reports for management

MENTAL AND PHYSICAL REQUIREMENTS: KNOWLEDGE, SKILLS AND ABILITIES

Excellent interpersonal skills with ability to communicate effectively with all levels of staff, vendors and the public.
Working knowledge of USAID rules and regulation on and organization administrative services practices.
At least three years’ relevant experience in executive secretarial role or Office management within a busy organization
Excellent planning and organizational skills.
Ability to supervise staff.
Tact and diplomacy in dealing with staff and the general public and ability to maintain effective working relationships with all levels of staff and public.
Ability to work under pressure
Must be computer literate.

MINIMUM RECRUITMENT STANDARDS:
A Higher National Diploma in Business Administration or related field with at least 1-3 years’ experience in a similar position with progressive experience in an executive secretarial role or administration, procurement and office management.
This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

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October 25, 2024
Program Assistant, Human Milk Banking

We seek to hire an experienced Temporary Program Assistant who will assist with administrative tasks such as photocopying, faxing, and scanning, coordinate logistics for workshops and meetings as requested. This position will based in Nairobi.
Duties and Responsibilities

Maintain office files for the program, ensuring confidentiality of all documents
Type, edit, format, proofread, distribute, and file correspondence, reports, and other project-related documents.
Assist with administrative tasks such as photocopying, faxing, and scanning.
Coordinate logistics for workshops and meetings as requested.
Assist in planning the orientation of new employees.
Make flight, hotel, and ground transportation arrangements for staff and visitors.
Complete travel documentation for staff per PATH policy.
Manage invitation letters and confirmations for visitors.
Prepare agendas and organize materials for meetings.
Monitor program activities and upcoming deadlines.

Required Experience

Minimum 3 years office experience in a similar role.
Diploma in Business Administration or related subject.
Experience working with international organizations is a plus.
Familiar with general office systems and equipment
Strong organizational and interpersonal skills.
Flexible, detail oriented, organized, adaptable to changing priorities, and able to take the initiative and to meet strict deadlines.
Demonstrated effectiveness producing accurate work product with attention to detail, even while under deadline pressure.
Comfortable working in a team environment.
Able to prioritize tasks with competing deadlines.
Experience with MS Office Suite (Word, Excel, PowerPoint).
Excellent communication skills, both verbal and written, in English.

October 25, 2024
Temporary IT Support Assistants

Job description
Key Responsibilities

Setup of equipment including android phones for the Android application training sessions.
Implement mobile application upgrades as required.
Support rollout of new applications.
Keep a detailed record of branch systems and mobile devices/application issues for purposes of reference and implementing improvements.
Support branch staff and Regional Tech Support Officers at in-services trainings and field visits.
Perform other professional duties as identified within the context of the role as directed by the organization.

Qualifications

Diploma or higher in IT or Computer Science required.
1 year of experience of IT support.
Experience operating and troubleshooting Android smartphones a must.
Willingness to travel in the field.
Strong customer focus.
Ability to manage and prioritize many open cases at one time.
Excellent listening and questioning skills, combined with the ability to interact confidently with clients to establish what the problem is and explain the solution.
Ability to prioritize your workload.
Excellent verbal communications skills in both English and one vernacular language.
Candidates from Thika, Kisii, Busia, Kakamega are highly encouraged to apply.
Ability to work in a team and independently.

Key Performance Indicators/ Performance Goals

Timely resolution and sign-off of issues.
Timely closure of incidents and fast resolution of issues.
Elimination of errors and/or rework during update execution.

Compensation
A competitive salary and benefits package commensurate with experience. The opportunity to be your best while making lives better for those in ne

October 25, 2024
Operations Analyst

Job descriptionUN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.Reporting to the Deputy Country Director, the Operations Analyst serves as a member of the senior management team, with oversight responsibilities for all aspects of the Kenya CO operations, this includes strategic financial and human resources management, efficient procurement and logistical services, security management, information and communications technology (ICT) and common services consistent with UN Women rules and regulations. The Operations Analyst additionally serves as a key advisor to the Country Representative on matters of organizational integrity with the aim of ensuring: (i) compliance with UN Women policies and regulations; (ii) effective systems to support programme delivery and growth; (iii) accountability to organizational values and principles; and (iv) an enabling workplace environment in which staff potential is maximized.The Operations Analyst leads and guides the Country Office Operations Team and fosters collaboration within the team, with programme staff and with other UN Agencies and a client-oriented approach. The Operations Analyst works in close collaboration with programme teams in the Office, providing close guidance to programme staff who perform adjunct operations functions, ensuring that such staff are knowledgeable of rules and procedures governing programme finances, donor reporting, and personnel. She/he also works in collaboration with operations staff in other UN Agencies.
Duties and Responsibilities

Coordinate the operations in the Country Office (CO) in accordance with UN Women rules and regulations and policies and strategies
Provide professional expertise and technical support to the Country Representative on operational issues;
Draft the annual workplan for the Operations Team and oversee its implementation and monitoring;
Participate in review meetings and provide technical support to the assessment of the managerial and operational capacities of implementing partners in collaboration with the programme and technical team;
Guide and implement business process mapping and the establishment of internal standard operating procedures in all areas of the Operations Team’s functions;
Implement corporate, budget, financial, procurement, and HR policies and systems and identify training for staff and project personnel on these issues;
Ensure a continuous flow of information between the Country Office and Regional Office/HQ;
Oversee all operations activities, including finance, human resources, procurement, transport, IT, security, administration and ensure they follow UN Women rules, regulations, policies and procedures;
Supervisor operations staff: Finalize performance plans and evaluation standards; conduct performance assessments, provide feedback and coaching.
Coordinate the planning, expenditure tracking and auditing of financial resources in accordance with UN Women rules and regulations and policies and strategies
Provide professional expertise and technical support to the management of office and programme financial resources;
Exercise proper financial controls;
Report locally and to HQ in a timely manner on established structures; seek advice from RO when deviations may be necessary;
Review and take corrective action as appropriate on audit findings;
Perform Manager Level 1 role in ATLAS for voucher and PO approvals.
Provide Human Resources services
Coordinate and facilitate recruitment processes and contract management; liaise with the HQ and service providers as necessary.
Oversee procurement processes
Manage the provision of goods and services for the CO and projects following established corporate procedures regarding sub-contract review and awarding of contracts, evaluate for cost effectiveness and manage the negotiations in connection with eventual agreements;
Provide professional recommendations to the preparation of procurement plans;
Ensure proper inventory control of assets and liabilities.
Coordinate information and communications technology (ICT) management
Oversee the implementation of ICT systems;
Make professional recommendations and introduce new ICT systems which affect the productivity of the overall office staff performance.
Serve as the focal point for security issues and ensure safety and security of staff
Brief supervisor and staff on security matters and disseminate relevant information as advised by UNDSS, brief UN Women visitors on security;
Ensure full compliance with MOSS and MORSS procedures on security of staff and office premises;
Provide professional recommendations to the Business Continuity Plan for the Country Office as necessary;
Liaise with HQ-based Security Advisor or his/her designated staff member on all security matters.
Participate in inter-agency activities
Participate in inter-agency meetings and working groups to ensure UN Women’s interests are reflected in common system activities related to common services and premises, cost recovery and cost sharing arrangements, privileges and immunities, entitlements and salary surveys, security etc;
Liaise with UNDP and other UN agencies on operational issues, activities, and collaboration.
Contribute to knowledge sharing between the CO and RO
Ensure knowledge is shared and adequately applied between the Country Office and other COs/MCOs in the region.

Key performance Indicators

All services are provided in compliance with UN Women rules, regulations and policies;
Finances are properly identified and in a timely manner;
Timely and accurate implementation of HR and procurement contracts;
Office has a reliable ICT infrastructure environment;
Safety and security systems are functioning effectively.

Competencies

Core Values
Respect for Diversity
Integrity
Professionalism

Core Competencies

Awareness and Sensitivity Regarding Gender Issues
Accountability
Creative Problem Solving
Effective Communication
Inclusive Collaboration
Stakeholder Engagement
Leading by Example

Functional Competencies

Good knowledge of operation, finance, procurement, human resources, ICT, and security systems and processes, particularly in the UN system is an asset;
Ability to provide advice and support;
Ability to contribute to the formulation and monitoring of management projects;
Ability to handle confidential information;
Negotiating skills;
Good IT skills.

Required Skills And Experience

Master’s degree or equivalent in Business Administration, Public Administration, Finance, HR, or related field is required.
At least 2 years of progressively responsible experience at the national or international level, in office management, operations or finance;
Experience leading a team is an asset;
Experience in working in a computer environment using multiple office software packages, experience in handling of web based management systems and ERP systems, preferably PeopleSoft;
Experience of accrual accounting, IPSAS or IFRS is an asset;
Professional background in programming/ projects management is an asset.

Language Requirements

Fluency in English is required;
Knowledge of the other UN official working language is an asset.

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

October 25, 2024
Temporary Cleaners

Our client Notable cleaning is recruiting for the above vacancy. The ideal candidate should have prior experience in the same capacity.
Job Qualifications

Must have completed KCSE.
Training in relevant field required.
Excellent communication skills.
High level of integrity.
Great planner.
Ability to work in a team.

October 25, 2024
Temporary Drivers

Job Description
DEPARTMENT: OPERATIONS
REPORT TO: ADMIN OFFICER
LOCATION: NAIROBI/KISII/MIGORI
PURPOSE:
The Driver will be responsible for operating and maintaining transportation vehicles with a focus on safety and staff courtesy.
PRIMARY RESPONSIBILITIES:

Maintain defensive driving and operate assigned vehicle in a safe and courteous manner;
Provide a communication link between customers and staff;
Assist passengers including handicapped in and out of the vehicle;
Operate ramps, lifts and securement devices as required;
Read and interpret maps and driving directions to plan the most efficient route service;
Present safety briefing to passengers prior to each trip departure;
Keep the assigned vehicle(s) clean inside and outside;
Maintain accurate, up-to-date records on trip sheets, vehicle maintenance, incident reports, accident reports, vehicle condition reports and other records;
Fuel assigned vehicle and perform minor maintenance tasks on assigned vehicle(s) as required;
Coordinate the schedule for vehicle maintenance with staff to minimize service interruptions;
Respond to accident or medical emergencies by notifying emergency, response providers, and carrying out First Aid pending arrival of emergency personnel;

PERSON SPECIFICATIONS:
Academic Qualifications:

High School Certificate Driver’s License and Defensive Driving Professional

Qualifications:
None Experience:

4 years’ experience

Skills

Extensive knowledge of the operations and features of assigned vehicle(s);
Basic automobile mechanical skills · Good communication and interpersonal skills;
Report writing skills and ability to read maps
Computer literacy

October 25, 2024
Financial Literacy Partner

Competencies

Proven ability to develop and deliver training programs to adults
Established experience in facilitating financial literacy trainings.
Superior presentation and motivational skills
Proficient use of MS Word, PowerPoint, Excel, Outlook and Access
Exceptional knowledge of analysis, design, development, implementation, and evaluation of financial literacy
Outstanding negotiation, presentation and persuasion skills
Familiarity with technology platforms used in delivery of training programs
Excellent communication and interpersonal skills
At least 5 years working experience in the financial field

Job Requirements

At least a bachelor’s degree in a business field
A professional Qualification in a business related field
A certificate of participation in a financial literacy program

October 25, 2024
Art Instructor Head Coaches Music Tutor

Nova Pioneer is looking for a superstar Art Instructor who is passionate about working with students to discover their artistic abilities to teach. This is an exciting opportunity to be a part of an innovative network of schools that is developing generations of innovators and leaders who will shape the African Century.

Duties
As a private music teacher, you will need to:

Plan individual lessons and overall Schemes of Work for your students.
Teach individual and/or group lessons lasting between 30-45 minutes usually incorporating elements of general art theory.
Arrange lesson schedules and enter students for examinations.
Develop your knowledge of materials and repertoire for students at different stages of their art development.
Communicate with the school and parents about the students’ lessons and progress.

Job Requirements

You have further teaching and/or performance and theory qualifications.
You demonstrate a commitment to, and understanding of the teaching and learning process.
You have at least 1-2 years teaching experience.
You have musical and teaching ability.
You are patience, perseverance and excellent communication skills – much of your time is spent with a range of students at different musical levels, as well as with their parents.
You have high standards of professionalism and professional ethics.
You have excellent self-management and organizational skills.

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October 25, 2024
Temporary Finance & Administrative Assistant

Job Responsibilities
The responsibilities are summarized below:

Conduct site visits to USADF grantees to assess their financial records and report thereon to the Program Coordinator.
Assist grantees with the USADF administrative paperwork and processes to receive disbursements and submit required documents in a timely mannerto the USADF in Washington.
Maintain the CEZAM-USADF expenditure journal under the supervision of the Program Coordinator and reconcile CEZAM-USADF bank account statements with the expenditure journals on monthly basis and follow up queries that may arise from such reconciliations.
Process payments as will be determined and directed by the Program Coordinator.
This will include processing and payment of payroll.

Provide day to day administrative support to the Program including the following:

Maintain and update Program files and records as directed by the Program Coordinator.
Organize external meetings, conferences, and office events as instructed by the Program Coordinator.
Provide receptionist services and ensure the reception area and offices are clean.
Photocopying, printing and scanning documents as directed by the Program Coordinator and other professional staff.
Maintain an inventory of stationery, kitchen and other office supplies and notify the Program Coordinator or another delegated professional staff when stocks are running low
Any other administrative duties that will be allocated by the Program Coordinator.

Qualifications

University degree in finance, administration, sociology or related business discipline attained not less than three years ago; and with high computer literacy. A CPA (K) qualification will be an added advantage.
Professional work experience in finance and administration in an NGO or funded projects environment
Demonstrated skills and experience in conducting analysis of projects’ financial records and statements, and reporting thereon.
Effective communication with grantees and donors.

October 25, 2024
Finance Assistant

Description
Provide Accounting and Financial support to the Finance unit of APHIAplus, Nakuru office .
Job Summary / Responsibilities
Managing Petty cash as below:
Reimbursing expenses falling under petty cash.
Timely requisitioning of petty cash at field level.
Ensuring completeness of all petty cash vouchers: proper back up, complete approval by relevant officers, continuous referencing & accuracy of the figures.
Manage Program advances in the county offices as below :
Receiving advances from the field & dispatching to the relevant officers.
Making payments to participants.
Follow up with staff on due advances for retirement.
Help put together returns for the advances retirement in a timely manner.
Verification for completeness of all retirement returns: arithmetical accuracy, stamping paid, complete approvals &full back up on the returns.
Timely banking of cash refunds for monies received at field level and communicating to Finance officer/man
Maintain well updated & accessible Finance files at field level (retirement returns, petty cash, cash reconciliations &any other correspondence finance information).
Support program staff in making cash payments in meetings/works
Work closely with field finance teams to help capacity build program staff on a need basis
Qualifications
At least CPA Part II.
Minimum 1-3 years of progressive working experience in similar environment with adequate exposure to project accounting, financial management including budgeting, grants and contracts.Understanding of finance records reconciliations.
Must have demonstrable hands-on experience with an accounting system.
Experience working with an international organization and a University degree in Commerce or Business Accounting will be an added advantage.

October 24, 2024