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Administrative Officer

Closing: Apr 21, 2024

1 day remaining

Published: Apr 2, 2024 (18 days ago)

Job Requirements

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Job Summary

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Person SpecificationFor appointment to this grade a candidate must have:

  • Bachelor’s Degree in Public Administration, Political Science, Business Administration/  Accounting/ Finance or its equivalent qualification from a recognized institution;
  • Minimum five years’ post graduate experience in Project administration, management, finance,  accounting or related field.
  • Knowledge of administrative, budgetary, financial, and human resources policies and  procedures;
  • Have proficiency in computer applications.


Responsibilities

Person SpecificationFor appointment to this grade a candidate must have:

  • Bachelor’s Degree in Public Administration, Political Science, Business Administration/  Accounting/ Finance or its equivalent qualification from a recognized institution;
  • Minimum five years’ post graduate experience in Project administration, management, finance,  accounting or related field.
  • Knowledge of administrative, budgetary, financial, and human resources policies and  procedures;
  • Have proficiency in computer applications.


The duties and responsibilities of the officer will entail: -

  • Track expenditure and prepare timely reports for submission to Project Manager, PIs, Partners and Donor.
  • Maintaining an inventory register;
  • Ensuring assets are insured;
  • Ensuring maintenance of office equipment, facilities and assets,
  • Generating reports on operations, maintenance and utilization of equipment, assets and facilities.
  • 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.
  • Maintaining an inventory register and conduct unannounced inventories inspection to ensure all assets are available and maintained per schedule.
  • Manage office transport system, 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 project files.
  • Coordinate project meetings and take minutes.
  • Facilitate processing of travel requisitions.
  • Coordinate clearance of project(s) visitors and liaise with relevant departments for clearance, work permits, hotel reservations, ground transportation and office space.
  • Prepare welcome packet for visiting scientists.


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