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Farm Africa    |   Nairobi, Kenya   |   Log in or register to see the closing date

Accounts and Administrative Assistant

  • Bachelor's degree
  • Accounting, finance, banking, insurance
  • Experienced (senior worker)
  • Full Time
  • Permanent

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Job Summary

To ensure proper books of account are maintained in the Farm Africa V4 (Enhancement oflivelihoods in the Kenyan Coastal Region by supporting Organic and Fair Trade certification ofsmallholders) project. Support the project in procurement, administrative, office management,Asset management at field office, logistics, IT and fleet management related roles.


1.0 Accounting:

a. Perform accounting tasks in full adherence to the financial procedures set out in the financial policies and procedures manual
b. To ensure that proper accounting records are maintained at the project level.
c. To prepare payment vouchers and other accounting documents.
d. To handle and ensure timely replenishment of petty cash.
e. To send an accurate and complete set of monthly project accounts to Finance Manager latest by the 10th of the following month.
f. To ensure that all Staff Working Advances (SWA) taken by project staff are accounted for within the stipulated days
g. Assist in the project’s budgeting process.
h. To maintain and up to date, neat and adequate filing systems for all accounting and administration documents; ensuring the time it takes for retrieval is kept at a minimum.
i. To feed back any pertinent financial management issues to the Finance Manager in Nairobi.
2.0 Procurement:
a. To ensure strict adherence to the procurement policies and procedures including the thresholds set there in on approvals and purchases.
b. In liaison with the project coordinator prepare complete the procurement plan on a quarterly basis and update appropriately.
c. Ensure that all office utilities are paid promptly and maintain a rapport with the suppliers and ensure there are no outstanding invoices pending.
3.0 Logistics, Communication and Project Administration
a. In consultation with the Administrative officer in Nairobi, to ensure that office supplies (equipment and stationery) are promptly requisitioned and supplied.
b. To handle incoming and outgoing project correspondence (letters and emails, calls).
c. To assist in organising meetings, workshops and conferences.
d. To make travel and accommodation arrangements for project staff and visitors.
e. To receive visitors to the office and direct them to the appropriate staff.
f. To ensure the project office premises are clean and neat at all times.
4.0 Asset and Fleet Management
a. To maintain an up-to-date asset register for the Kilifi office and convey any changes to the Country Office Accountant on a monthly basis.
b. To ensure that all project assets (furniture, equipment, motorbikes and vehicles) are insured, serviced and maintained and to report any defects promptly to the project coordinator.
c. To maintain mileage and service records for office vehicles and motorbikes.

General Information

Salary rangeNot specified
Additional informationNot specified
Contract type: Permanent
Job type: Full Time
Location: Nairobi
Area of work: Accounting, finance, banking, insurance
Seniority: Experienced (senior worker)

Job Requirements

Required education: Bachelor's degree
Required relevant work experience: 3 years
Required skills: Accounting; Office administration, management; Logistics planning and management; Fleet management; Procurement
Required languages: English (Spoken: fluent | Written: fluent)

Farm Africa

Non-profit, social workCompany size: 100-500 people

Farm Africa focuses on transforming agriculture. We help farmers to increase their harvests, protect the environment and sell their produce in thriving markets. By providing support, training in effective farming methods and links to markets, we help to build more profitable farming businesses so that whole communities can lift themselves out of poverty.