Administrative Officer

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.
  

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.