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GIZ KE   |   Nairobi, Kenya   |   Log in or register to see the closing date

Administrative Assistant

  • Bachelor's degree
  • Administrative, clerical
  • Experienced (senior worker)
  • Full Time
  • Temporary
Click to apply

Job Summary


Brief introduction of the project:
In 2002, the Water Act created a new legal &Institutional framework for Kenya’s Water Sector, seeking to improve governance & management of water resources & services to inter alia, ensure the provision of reliable, sustainable & affordable water and sanitation services. The ensuing water sector reform created a number of new institutions; Water Services Regulatory Board (WASREB),
Water Resources Authority (WRA) and the Water Services Trust Fund (WSTF). The
new Water Act 2016 was later gazzetted following the enhancement of the
Constitution of Kenya 2010.GIZ – Water Sector Reform Programme has been supporting its Principal Partner, Ministry of Water and Irrigation, and its sector institutions through 4 main components; Sector Reform, Regulation and service provision, Pro-poor services delivery, and Water Resource Management.
It has two co-financed projects; Bill and Melinda Gates Foundation Project, and
the International Water Stewardship Project
Required qualifications,competences and experience
Qualifications
Formal Education
Bachelor of Commerce (accounting option) or BSc or at least CPA (Part 2)
Professional Experience

  • Working experience with GIZ in a similar position is an added advantage
  • Sound knowledge of WINNPACCs and GIZ booking is an added advantage
Further Knowledge
  • Excellent command of MS-Office;
  • Good working knowledge of modern telecommunication systems;
  • Fluency in written and spoken English.
Other Qualifications
Thorough knowledge of GIZ instruments and procedures is an added advantage;


Responsibilities


The Administrative Assistant is responsible for assisting the Programme Accountant and Secretary in;

  • Processing of WSRP cash transactions
  • Procurement of goods and services, tendering procedure organization
  • Financial monthly reporting (exporting monthly reports) as per O&R
  • Providing travel management and event organization for visitors, consultants, training and
    seminars/conferences
  • Filing of documents in reference files or in DMS in line with GIZ’s filing rules
  • Taking up Office management tasks for the Programme when necessary (calendar, minutes, schedules and appointments’ management)
Tasks
Core scope of tasks
Accounting
  • Handles WSRP Petty cash
  • Executes cash payments & collects/ prepares receipts
  • Verifies correctness of cash vouchers, including supporting documents
  • Carries out cash accounting on the basis of WINPACCS accounting software;
  • Prepares vouchers for book-keeping, indicates their cost classification.
  • Monitors IWaSP expenses in accordance with the budget and GIZ regulations

Administration
  • Drafts, prepares, updates & controls all kinds of consultancy contracts, controls their
    fulfilment
  • Procurement of goods for the IWaSP Project.
  • Serves as focal point for annual and other leave requests for all personnel within the programme, identifies conflicts or gaps within the planning and suggests feasible
    deputizing solutions,
  • Prepares WSRP and IWaSP travel claims of staff for approval by the superior
  • Organising administrative and logistical aspects of the IWaSP activities (meetings, workshops etc.)
  • Filing documents in reference files or in DMS in line with GIZ’s filing rules
  • Preparing inventory list for the Programme office and its assets

General Duties
  • Immediately reports all problems involving finance and regulations to the Programme
    Accountant;
  • Assists the Programme Accountant in budget monitoring.
Other Duties/Additional Tasks
  • Assists in and/or carries out other project activities and any other tasks according to needs, as assigned;
  • Deputizes the Programme Secretary and Accountant in case of absence.


General Information

Salary rangeNot specified
Additional informationNot specified
Job start date: Thursday, July 5, 2018
Job end date: Wednesday, October 31, 2018
Contract type: Temporary
Job type: Full Time
Location: Nairobi
Area of work: Administrative, clerical
Seniority: Experienced (senior worker)

Job Requirements

Required education: Bachelor's degree
Required relevant work experience: 18 months
Required skills: Budgeting, financial planning; Accounting; Bookkeeping; Office supplies management; Operative management; Stock taking and inventory accounting; Meeting preparation; Procurement; Contract drafting and preparation
Required languages: English (Spoken: fluent | Written: fluent)

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GIZ KE

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

GIZ, the German Gesellschaft für Internationale Zusammenarbeit GmbH, provides services in the field of international technical cooperation worldwide. In Kenya, it has been active since 1964, and up to now implements programs in a wide variety of areas, including economic development, green energy and water, governance, food security, and peace and security. The German Federal Ministry for Economic Cooperation and Development (BMZ) is GIZ’s main commissioning party. However, GIZ as well works closely with the private sector, fostering successful interaction between development policy and foreign trade.


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