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Administrative Assistant

Salary rangeConfidential | Contract type: Fixed term

You have 3 days left to apply for this job.

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Job Summary

MINIMUM REQUIREMENTS
• 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.

Responsibilities

Major Duties and 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: 12 months
Required languages: English (Spoken: fluent | Written: fluent)
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