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Administrative Assistant

Salary rangeConfidential | Contract type: Permanent

You have 4 days left to apply for this job.

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Job Summary

  • Diploma in Business Administration or equivalent qualification from a recognized institution.
  • Knowledge of administrative, budgetary, financial, and human resources policies and procedures.
  • High level of proficiency in computer applications.
  • Key Skills and Competencies
  • Strong communication and reporting skills
  • Good interpersonal, decision making and analytical skills.
  • Team player
  • Excellent personnel and financial management skills
  • Strong organizational, office and time management skills
  • Ability to multi-task and take initiatives with minimal supervision

Responsibilities

  • Work with finance on activities related to budgets for new funding, project/project preparation and submissions, progress reports, developing and planning budgets for each project strategic area and assists in forecasting future resource needs.
  • Track expenditure and prepare timely reports for submission to Project Manager, PIs, Partners and Donors
  • Review financial and administrative vouchers and monitor MPESA payments.
  • Recommend approvals of project operating invoices and vouchers for payment. 
  • Liaise with finance to ensure funds are available before processing LPOs and with relevant departments to ensure Request for Purchases is completed for timely procurement and delivery of project supplies.
  • Maintain an inventory register and conduct unannounced inventories inspection to ensure all assets are available and maintained per schedule.
  • Manage office transport, track vehicle and motorbike expenses and highlight concerns
  • Liaise with Human Resource on hiring and orientation of project staff.
  • Manage timesheet tracker per project and maintain leave schedules.
  • Coordinate archiving of office records.
  • Coordinate project meetings and take minutes.
  • Facilitate processing of project staff travel requisitions.
  • Coordinate clearance of visitors to the branch and liaise with relevant departments for clearance, work permits, hotel reservations, ground transportation and office space.
  • Prepare welcome packets for visiting scientists.
  • Generate reports on project expenditure
  • Any other related duties as may be assigned from time to time by the immediate supervisor

Job Requirements

Required education: Diploma, Associate's degree
Required relevant work experience: 2 years
Required languages: English (Spoken: fluent | Written: fluent)
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