Administrative and Finance Assistant at Project Concern International (PCI)

Key Duties and responsibilities:    

1. Administrative work

• Draft and type routine correspondences
• Maintain filing and other office systems
• Handles communication including telephone, fax and email
• Assists in preparing programs for visitors, including hostel bookings, airport transfer, ticketing etc.
• Support in arranging travel schedules and related logistics (including fund monitoring), together with expense claims for staff
• Maintains office environment and stationary supplies with appropriate records
• Liaises with the appropriate units for repair, supply and maintenance of office facilities

2. Procurement

• Completing procurement forms – procurement requests, purchase orders etc.
• Simple bid analysis
• Carrying out due diligence on suppliers

3. Financial support

• Assists in processing financial requests- payment requests, travel advance request etc.
• Assist in completing expense reports

Essential Skills and Qualifications:

1. Diploma in Secretarial Science & Office Management, Business Administration or other relevant field of study from a recognized university or college.
2. Efficiency with use of (Microsoft Office; Word, Excel, PowerPoint and Outlook) is essential
3. Basic financial training- at least CPA1
4. At least 2 years’ experience in as an administrative and finance assistance preferable for an NGO
5. Excellent organizational, interpersonal, written, and verbal communication skills in English and Kiswahili.
6. Good judgment and a high level of respect for confidentiality
7. Demonstrated ability to coordinate tasks to meet deadlines
8. Good interpersonal skills; ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity
9. Demonstrated ability to develop and maintain effective work relationships with counterparts
10. Strong work ethic and willingness to work a nontraditional work schedule.
11. Balance: combining patience, empathy, and honesty with the assertiveness, clout and drive to see any job through to the end.
12. Comfortable working in a start-up environment

Desired competencies/Attributes:

1. Solution orientated
2. Ability to remain calm and composed under pressure
3. A passion for the mission and values of PCI.
4. Participate in PCI’s innovation efforts and in teams on innovation initiatives.