Administrative Assistant at International NGO Safety organisation (INSO)

Job Summary: Reporting to the INSO Kenya Chief Monitoring Officer and under the technical guidance of INSO Somalia Finance and HR & Administration Managers, the Administrative Assistant will be responsible for the partners registration & database and the INSO Kenya incidents database.

In addition (s)he will support the Kenya Monitoring and Somalia projects in finances, HR, and administration functions.

Major Responsibilities:

Incident Database Management and Analysis

• Manage and keep up-to-date the INSO South Sudan Incident Database
• Provide direct support to programme staff to ensure the proper formatting of information products.
• Provide direct support to programme staff to ensure the production of high quality data visualization.

Partners Registration Database

• Manage the Partner’s Registration Portal, keeping the registration database up-to-date.
• Serve as INSO’s focal point to partner organizations for registration related processes.

Finances

• Daily booking of all transactions and reconciliation of cash balances. Monthly reporting to the Finance Manager providing fully reconciled reports detailing income, expenditure and cash reconciliations.
• Daily maintenance/reconciliation of petty cash
• Ensure that all expenses are properly authorized before payment
• Ensure that all payments are prepared in time and in accordance with all financial guidelines
• Reconciliation of advances on a monthly basis giving justification for pending advances
• Maintain Financial filing system in accordance with guidelines
• Provides Documentation required by Auditor and/or Donors.
• Maintain a schedule for payment of utilities and contractual agreements
• Performs other duties as required by Finance Manager
• Ensure all vouchers are scanned (for archiving purposes) on a monthly Basis

Procurement

• Organize the procurement (quotations, tender) of all the goods and services.
• Ensure the purchasing process is respected, and ensure proper documentation is supporting all the purchases
• Ensure goods and services procured are at a good value for INSO
• Supervision of office supplies

Asset Follow-up

• Maintain and update the inventory list as per INSO requirements and submit monthly reports.
• Ensure all assets are tagged and keep record of movement of assets.
• Ensure physical verification is done on an annual basis.

Reporting:

• Prepare weekly Cash reconciliations for review
• Prepare Monthly Cash reconciliations for review
• Participate in staff meetings

Others

• The position requires the holder to be able to work effectively and efficiently unsupervised. The selected candidate must be able to plan and manage their own time effectively. The holder must exercise a strong work ethic and take responsibility for his/her own actions.
• This position requires a high degree of flexibility with respect to working hours

The above mentioned list of responsibilities is not exhaustive: flexibility is a must and other tasks may be requested to adapt to operational needs.

Mandatory Requirements:

• Fluency in English (written and spoken).
• A Bachelor’s degree in a relevant field.
• At least 2 years of finance and Administration experience, preferably within NGO sector.
• Highly organized and principled character.
• General knowledge of procurement regulations.
• Computer proficiency in Word, Excel, PowerPoint.