Project/Accounts Assistant at Elizabeth Glaser

Job Purpose

To provide assistant to Finance/Administrative Assistance in administering the finance and administration tasks of EGPAF Field office by providing program/training workshops logistics, accounting and administrative support and in addition, implement administrative procedures to ensure cost effective and timely handling of business administrative issues.

Key Responsibilities

• Work towards the achievement of the foundation’s goals efficiently and effectively
• Work in close collaboration and cooperation with the other project Finance/Admin Assistant staff; Office Administrator and Finance department.
• Responsible for the day to day logistics of AIDSFRee program trainings/workshops, management/tracking of the Field office program advances and monitoring/audit of sites/facilities suppliers and inventories.
• Perform other work related duties and responsibilities as may be assigned by the Project Manager.

Specific Duties And Responsibilities

• To provide administrative logistics needed for the management of program trainings and workshops.
• To provide assistance in handling and management of Program staff travel and program advances.
• To ensure that all financial returns received from the sites/facilities and field staff are complete, accurate and timely.
• To ensure that there is timely payments for the participants of trainings via cash or m-pesa as the case may apply
• To maintain updated field advances data tracking spreadsheet.
• To monitor/audit the use of funds advanced to the CBO partners/sites/facilities.
• To review and evaluate cash advance request submitted by CBOS and staff.
• To coordinate the logistics for workshops, seminars and trainings.
• To facilitate hotel bookings, transportation, logistics and other travel needs for project staff.
• To provide logistical and clerical support to the program staff as needed.
• Communicate with program officers on any new developments that might arise when they are out in the field.
• Support the finance unit by uploading all approved requests on Verian.
• Receiving invoices from vendors, and subsequently receiving the Purchase order on Verian.
• Verification of documentation that support invoices (Signed EGPAF Purchase order, Delivery Note, VAT receipt) to ensure completeness, at the delivery point.
• Deliver the invoices to the finance department, and ensure that the invoice is verified and received on Verian.

Qualifications 

• Minimum Diploma in related Business Field or CPA IV or equivalent
• At least 1 year experience in program administration
• Well-developed interpersonal skills
• Strong work ethic and ability and willingness to work long hours
• Able to work in team settings and willingness to learn
• Cross-cultural competence as demonstrated by confidence and ability to make relevant presentations to diverse audiences
• IT Savvy, including accounting soft wares
• Willingness to travel