Administration Coordinator at HOPE Worldwide Kenya

Location: Lower Eastern, Upper Eastern/ Central
Direct supervisor: Site-In-Charge
Indirect supervision: To work closely with HWWK Finance, Procurement, Admin and HR functions

Administration Coordinator Job Key Duties / Responsibilities

Finance

• Cashier role Petty cash management; Processing cash payments Ensuring adequate cash flow including timely reporting on cash balances and requests Fortnightly accounts reporting – to send soft copy to accountant in required format as well as the hard copies of supporting documents
• Verification of supporting documents – check for accuracy and completeness
• Processing site accounting data under the supervision of the Program Accountant
• Monthly bank account reconciliation

Human Resource

• Coordination of timely submission of completed time sheets: For short term staff (by 26th of current month), full time staff (by 3rd of following month)
• Leave forms sent fortnightly with finance documents
• Engagement of short term staff , community workers/ volunteers, resource persons and interns (liaise with HR prior to engagement)
• Coordination of HR arising issues e.g. medical forms, disclosures, biodata forms etc.

Admin

• In charge of office security and equipment e.g. office keys, gate passes, packing lists etc.
• In charge of vehicle scheduling and vehicle mileage reconciliation
• Ensuring timely receipt of rent payment documents and adherence to the lease agreement; As far as possible maintaining cordial relations with site Landlord.
• Office maintenance and supplies (approve minor maintenance jobs, ensure adequate supplies throughout the month)
• Ensure that all sites assets are properly maintained, tagged and the physical item details correspond with the site asset register.
• Ensure that any damage or loss of assets or supplies is reported to the Administrative Officer and the Head Office staff responsible for assets.
• Overseeing all store operations at the site(s)
• Identify I.T. support needs, communicate and coordinate on required assistance with I.T Officer/ Coordinator
• Coordinate regional and departmental admin matters

Procurement

• Verification of supplier documents
• Initiating ‘low value purchases’
• Timely preparation and submission of regional requisitions to Procurement Department
• Verification of received items verses items requested.

Qualifications for the Administration Coordinator Job

• Bachelor’s Degree in accounting or related discipline or minimum CPA Part II qualification
• Minimum 3 years working experience in Finance/ Administration
• Working knowledge of MS Word, MS Excel MS Outlook Skills and Competencies
• Good interpersonal skills Organizational and supervisory skills; ability to multi-task
• Good written and oral communication skills;
• Knowledge/Experience in fleet management, stores management, security, asset management and equipment/ business insurance is an added advantage
• Familiarity with procurement and HR processes
• Ability to take initiative and work independently
• Commitment to and understanding of HOPE worldwide Kenya vision, mission and values;