Administration Assistant at Médecins du Monde

Status: Employee

Starting date: From: 10th July 2018

Duration: 6months

Main aims of the post

Under the direct supervision of the Deputy Administrative Coordinator of the Kenya/Somalia mission, the Admin Assistant is assisting him/her with the daily Administration, and the implementation of validation guidelines and procedures.

Supervisor: Deputy Administrative Coordinator

General Objectives of the position

• Accounting:
• Process cheque payments for purchases made (suppliers, statutory deductions, office and guest house rent, monthly bills etc)
• Proposing and maintaining administrative tools to track recurrent expenses, refunds
• Checking that all receipts/invoices recorded in the cash book are physically present at the end of the month in the invoice/receipt file
• Filing receipts/invoices and all financial documents in an organized manner
• Prepare copies, validation and certification of the mission’s monthly accountancy (Nairobi and Bosaso).
• Sending accounting and related documents to Head Quarters on monthly basis
• Process statutory deduction & income tax ( NHIF, NSSF).
• Prepares the annual returns to KRA (at Organization level and individual level) for the local staff
• Monitors all different kind of staff leaves and absences in dedicated tool (spreadsheet).
• Administrative
• Support programs on training needs (venue booking)
• Facilitate travel arrangements for staff (visa processing, flight booking, accommodation, transport and movement)
• Answer telephone calls, register the messages and pass them on to the people concerned.
• Deal with all correspondence (outward and inward).
• Organize meetings and appointments
• Organize travel / trips of the MDM staff in transit from Paris to the field or from Nairobi to Somalia (plane tickets, accommodation, SRRC pass etc.).
• Deal with visa/residence application procedures for the MDM expatriate staff and Somali staff.
• Preparation of the minutes of team meetings.
• Maintains office directory
• Monitors all different kind of staff leaves and absences in dedicated tool (spreadsheet)
• Support preparation of staff welfare activities
• Sort and record items to be delivered according to the delivery schedules.
• Deliver messages or materials to destinations
• Record information, such as items received and delivered.
• Facilitate simple Office duties like helping in filing, photocopying, moving equipment’s and binding of documents.
• Assist in preparing food, snacks and beverages items for the Office or meetings.
• Manage access control functions by verifying employee identification, issuing visitor passes, and observing and reporting any unusual or suspicious persons or activities.
• Operate Office equipment, such as copiers, or phone systems and arrange for repairs when equipment malfunctions.
• Update minor paperwork and ensure security of Office records, documents and equipment’s.
• Supervisory role: Office Cleaner

Professional experience

• Bachelors degree in Business Administration or Diploma in Business Management.
• Previous experience working with International NGO.
• Minimum 3years experience working as Administration Assistant in a busy NGO or organisation.

Skills and qualities required

• Excellent IT skills‑Excel.
• Ability to synthesize and to manage priorities
• Organizational skills and rigor
• Reactivity, anticipation, adaptability and capacity to take initiatives to changing requirements
• Listening and diplomacy skills
• Good writing and communication skills
• Capacity to work and to live in tense conditions (climate, cultural context, promiscuity, isolation)
• Strong diplomatic, impartial, negotiation and networking skills

Languages

Fluent English (spoken and written) mandatory