Administration Assistant

Job Title: Administration Assistant

Reference: AA_2015

Recruiter: Altima Africa Ltd
 

Contract: Permanent       
 

Location: Nairobi

Available: ASAP

Profile Introduction: Our Client is a leading Insurance company with operations across the Greater East African region. 

Our client seeks to recruit a self driven individual for the position of Administration Assistant - Reporting to the General Manager (Operations).

Minimum Requirements

• University Graduate;
• Have at least 2 years work experience in Office Administration work; 
• Be proficient in MS Word, Excel and PowerPoint; and
• Excellent verbal and written communication skills;

Job Specification

• Receive and respond to all incoming calls for the department and maintain detailed records of all the issues, especially those not addressed satisfactorily;
• Attend to all incoming clients and refer them on who should assist;
• Prepare general correspondence i.e memos requesting for cheques and follow-up with finance for payment
• Collect all incoming mail from the mailroom and distribute for further action;
• Organize departmental meetings and ensure minutes of the meeting are sent to the departmental members on time;
• Maintain the Head of Department’s diary and book appointments as well as travel arrangements for the HOD;
• Manage departmental stationery re-order levels and request for departmental equipment’s when need arises including branches (Brochures);
• Assist in compiling and maintaining departmental leave days; Ensure all machinery are operational i.e. printers, extensions;
• Maintain departmental files so that information is easily accessed and
• Perform other duties as instructed by Management;

Competencies

• Excellent communication skills;
• Reliable and Dependable;
• Honesty;
• Great Interpersonal Skills;
• Speed and Accuracy and
• Customer Focused.

How to Apply

If you are qualified and up to the challenge visitwww.altimaafrica.com/careers.php and apply online by 5pm 30th June 2015

Please note that only qualified candidates will be contacted

Our client is an Equal Opportunity Employer

Mercy Corps: Administration and Logistics Assistant - Wajir

Mercy Corps exists to alleviate suffering, poverty and oppression by helping people build secure, productive and just communities. 

Driven by local needs, our programs provide communities in the world’s toughest places with the tools and support they need to turn the crises they confront into the opportunities they deserve. 

Mercy Corps is looking for committed and dynamic individual to take up the following position.
 

Administration and Logistics Assistant - Wajir
 

Program / Department Summary: The Operations Department is committed to implementing and maintaining the highest standards of efficiency and integrity in the operations functions. 

The overriding objective for all administration and logistics operations is the prompt and effective provision of support services to Mercy Corps’ beneficiary populations in compliance with donor specifications.
 

 

General Position Summary: The Administration and logistics assistant is responsible for assisting facilitating the administration and logistics functions at Mercy Corps field offices. 

Working closely with Program, Operations and Finance the Administration and Logistics Officer is instrumental in supporting program activities through his/her services.
 

Essential Job Functions:
 

Assist operations functions at the field office as follows:
 

Procurement

• Daily coordination of MC procurement activities;
• Have a full understanding of MC procurement policies and formats and assist when required with training staff on these policies;
• Assists staff as needed with creating clear and understandable purchase requests and other documentation;
• Collect quotations and bids from the market for PRs as assigned by supervisor based on Mercy Corps standards and formats;
• Interact with Vendors during collection of quotations and explain Mercy Corps formats as well as ensure that vendors use the provided forms.
• Ensure fair competition and strict adherence to MC procurement rules regarding vendor relations

Fleet management

• Assist with general management of program vehicles in co-operation with the Logistics officer
• Collect and distribute vehicle log-sheets to and from drivers
• Ensure the vehicle movement board is regularly updated in liaison with the logistics officer

Administration

• Assist in proper management and coordination of staff travel arrangements including transport
• In conjunction with the logistics officer, support the administration, HR and IT focal points in Nairobi with adherence to their respective policies and procedures
• Assist with collection and filing of timesheets, leave forms, and logistics files including PRs, log sheets and related paperwork in the field office.
• Ensure adherence to Mercy Corps administrative, IT, HR and logistics procedures and staff policies by MC staff. Provide training and guidance to MC staff, as needed.
• Assist with the co-ordination of any necessary administrative and office management details including the maintenance of the premises and purchase of office supplies.
• In conjunction with the Head of Office and logistics officer, prepare and track airtime allocation for staff and maintain the requisite records.
• Assist in preparing comprehensive, accurate and timely monthly reports.

Supervisory Responsibility: None
 

Accountability: The Administration and Logistics Assistant will conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission and will be accountable to following Mercy Corps Field Procurement Manual, Administration manual, the MC Code of conduct regarding procurement activities and MC Conflict of Interest policy.
 

Reports Directly To: Logistics Officer
 

Works Directly With: Program, Logistics Team
 

Knowledge and Experience:

• Minimum 2 years’ experience in supply chain management; Office administration or experience in related field.
• Strong organizational and interpersonal skills.
• Good oral and written English skills. 
• Good computer skills on MS Office programs, especially in MS Excel.
• A demonstrated ability to multi-task and process information into action as to not to delay program activities. 
• A clear understanding of procurement and administration ethics and donor compliance is essential.

Success Factors:

• Conscientious with an excellent sense of judgment
• Ability to work simultaneously on multiple tasks
• Willingness and ability to work effectively with a wide variety of people
• Excellent interpersonal skills
• Ability to work as part of a team and coordinate with project personnel
• Good spoken and written English
• Computer literate and strong organizational skills.

Interested candidates who meet the above required qualifications and experience should submit a cover letter, detailed Curriculum Vitae (CV) listing three professional references (including a recent supervisor) to hrkenya@ke.mercycorps.org on or before 7th July 2015 by 4.00pm. 

The email subject line must clearly show the job title and location they are applying for. 

Applications without the right subject heading will be automatically disqualified. 

Please do not attach any certificates.

We will only get in touch with shortlisted candidates.

NB: Mercy Corps does not charge any fee at any stage of the recruitment process.

International Potato Center - Project Accountant Job in Kenya

International Potato Center

Vacancy: Project Accountant
 

Ref.: 2015/004/NRS/SSA

The International Potato Center (CIP) is seeking to recruit a dynamic and experienced Project Accountant to support a USAID funded project in Sub Saharan Africa (SSA).
 

The Center: CIP is a not-for-profit international agricultural research organization supported by the Consultative Group on International Agricultural Research (CGIAR) with a global mandate to conduct research on genetic resources of potatoes, sweetpotato, and other Andean roots and tubers, crop genetic enhancement and improvement, integrated crop management and sustainable management of natural resources.

The Position: The position will be based in Nairobi, Kenya and CIP is seeking an experienced Accountant who will manage all financial processes associated with the USAID funded Projects in Sub Saharan Africa (SSA), according to established standards, policies and procedures of CIP and the donor.

 

Duties and Responsibilities:

• Receive and review monthly field financial reports for consistency, completeness and accuracy of documentation and proper posting to the correct project budget item; this requires briefing assigned home office project staff to go over results of the review, especially in the context of programmatic activities;
• Staying current with donor regulations and the award requirements identified in the CIP compliance matrix.
• Ensure that expenditures meet donor compliance plans and regulations;
• Ensure Partner or sub-grantee compliance with donor requirements;
• Provide advice on ways to improve the field accounting function for multiple projects and multiple donors;
• When applicable, review cost share documentation received from the field for compliance, completeness and accuracy; enter information into reporting documents;
• When requested, and in conjunction with Program Managers or other staff, provide forms and worksheets to field finance staff as needed to track or document in-kind cost share, travel advances, allocation of costs among programs, payroll reports, etc. Assist staff in developing custom forms or worksheets as needed;
• Assist Program Managers and other project staff in monitoring project spending levels against budget;
• Set up a close out plan for the project;
• Please visit our job opportunities website for a more details position description.

Selection Criteria:

• Bachelor’s degree in Accounting or Business Administration;
• A minimum of three years of demonstrated experience in the accounting/finance/administrative area;
• Knowledge of the international development funding arena desirable;
• Aptitude for understanding complex regulations and monitoring financial transactions and documentation for compliance;
• Familiarity with USAID projects, FAR and ADS rules and regulations and OMB Circulars;
• Excellent computer skills, including advanced Excel skills and experience with automated accounting systems;
• Cross cultural sensitivity;
• Strong e-mail communication skills, ability to write in a manner sensitive to cultural differences, and provide clarity to staff where English is not the primary working language of the project.

Conditions: This is a Nationally Recruited Position limited to Kenyan nationals and permanent residents. 

The employment contract will be for a two year term with possibility of renewal subject to satisfactory performance and availability of funds. 

CIP prides itself on its collegial and supportive working environment, which allows space for personal and professional growth. 

The successful candidate will receive a compensation package comparable with similar organizations.

Applications: Applicants should apply online through CIP’s Job Opportunities website (http://cipotato.org/open-vacancies/), including a letter of motivation, a full CV with the names and contact information of three references that are knowledgeable of the candidate’s professional qualifications and work experience. 

Screening of applications will begin on June 30th 2015 and will continue until the post is filled. 

Only short listed candidates will be contacted.

You can learn more about CIP by accessing our web site athttp://www.cipotato.org

CIP is an equal opportunity employer. 

Qualified women are particularly encouraged to apply.

British High Commission in Kenya - HR Administration Officer - Ksh 129,949 per month (Diploma Holders)

British High Commission in Kenya

HR Administration Officer 
Section : Corporate Services
Grade : A2
Position type : 3 Months fixed term contract
Salary : Ksh 129,949 per month

Job Purpose 

The HR Administration Officer will join the BHC Joint Corporate Services team to assist with the day-to-day running of the BHC HR and Community Liaison Office portfolios. The successful candidate will need to balance competing demands from a diverse range of customers within the High Commission. In a busy office he/she will need to be a self-starter with the ability to manage a quality service and deliver at pace. S/he should also be an effective communicator and demonstrate skills in working well with others.

HR Admin Officer Job Responsibilities

HR Admin Responsibilities

• Update and maintain the WIBA and medical staff list quarterly in collaboration with the Regional HR hub
  HR payroll functions, collating payroll paperwork ahead of 100% check by HR Manager
• Act as Prism HR Administrator for locally engaged staff. Help new arrivals to set up their Prism accounts and close down accounts of former staff
• Maintaining local HR records and weeding files for departed staff
• Management of the Locally Engaged (LE) staff medical contract and liaison with the contractor on individual member issues
• Update and circulate Next of Kin details every six months
• Update BHC staff lists including new arrivals/departures
• Track new staff arrivals and departures, changes in personal circumstances i.e. promotions and resignations and inform Accounts by 15th of each month
• Maintain spouse call tree and ensure it is always up to date
• Maintain workforce data and provide quarterly reports to the Post Management Board
• Updating geographical expenditure data
• Provide logistical support for job interviews and Regional Learning and Development Team (RLDT) training events.

Community Liaison Office Support

Information gathering and resource management for families, partners and officers (including those not yet at Post). This will include -:

• Maintaining a list of spouse/partner employment opportunities at Post (including through the completion of the Diplomatic Service Families Association – DSFA Spouse and Partner Annual Employment Report)
• Children’s education: completing School (and Nursery) Information Sheets for the Foreign Office (of authorised schools at Post). Regular monitoring of those schools
• Monitoring and oversight of adult education opportunities; care and training opportunities; single officer and foreign born spouse/partner issues; recreational facilities
• Arrival and departure coordination with the Joint Corporate Services Team
• Updating of the Post “Welcome Pack” (produced for all new arrivals)
• Updating of the Post Report and Post Fact Sheet
• Completing the Cost of Living Allowance (COLA) return
• Providing guidance and support to UK-Based staff and partners on National Hospital Insurance Fund (NHIF) and National Social Security Fund (NSSF) requirements as employers of domestic staff
• Upkeep and updating of the Community Liaison Office (CLO) pages on Post and FCO intranet websites.

Competences 

• Delivering at pace
• Making Effective decisions
• Delivering a quality service
• Collaborating and partnering

Qualifications

• Extensive experience of developing good working relationships with key stakeholders at all levels
• Advance level of English language and Kiswahili ( Intermediate)
• Diploma in a Business Administration or related field
• At least 2 years experience in an administrative role in medium to large organisation
• At least 6 – 12 months experience in an HR department
• Excellent IT skills (a working knowledge of Microsoft Excel and Word is essential)
• Good oral and written communication skills, attention to detail and initiative

NOTE

All applicants must be legally able to work in Kenya with the correct visa/status or work permit.

The British High Commission in Nairobi is an equal opportunities employer, dedicated to inclusivity, a diverse workforce and valuing difference.

Employees recruited locally by the British High Commission in Nairobi are subject to Terms and Conditions of Service according to local employment law in Kenya.

Spouses/registered partners of UK Based Staff, are able to work within the BHC/BCG but their salary will be abated at the appropriate tax rates.

Reference checking and security clearances will be conducted.

If you have not heard from us 3 weeks after the closing date, please consider your application unsuccessful. Any questions you may have about this position will only be answered during interview, should you be invited.

How To Apply
Please read these notes carefully to ensure that your application is received and processed.
All applicants should submit a short (1 page maximum) covering letter stating why they are a suitable candidate for the position along with a copy of their CV (2 page maximum) in English and application form, by email to: Recruitment.Africa@fco.gov.uk

BHC External Application Form – HR Administration Officer (A2) (MS Word Document, 84.5KB)

Internal candidates should also submit the above with a copy of their appraisals covering the past 24 months.
All candidates should use the following subject line for their email; 20/15 NR, HR Administration Officer

Please submit only the requested documents. Please also ensure that your email including attachments is no larger than 2 megabytes, otherwise it may be rejected by your email system or the systems through which it will pass en route to us.

Internal candidates and spouses of diplomatic officers: Please quote in the subject line of your email, the Vacancy Notice No: 20/15 NR, HR Administration Officer and also indicate that you are an internal candidate or the spouse of a diplomatic officer.
Applications will only be accepted by email.

The closing date is 26 June 2015 2015 and no further applications will be accepted after this date.