Administration Assistant - Marsabit at Concern Worldwide

Job Description

Reports to: Officer - Finance & Administration

Direct Reports:

• Office Cleaner
• Security Guard

Contract Details:

• One (1) Year Fixed Term Contract Renewable Subject to Availability of Funds and Performance
• Salary Grade – 2

Group Pension

• Group Medical Cover (Principal + 2 Dependants)
• Group Life Assurance Cover
• Group Personal Accident Cover

Job Summary:

The incumbent will be responsible for a variety of financial and administrative tasks and responsibilities that ensure the efficient and effective running of Marsabit Office programme support operations in compliance with Concern’s policies and procedures

Main Duties & Responsibilities:

• Finance:
  • Petty Cash
    • Issuing of cash in line with Concern’s procedures & policies.
    • Recording all transactions on an excel cashbook on a daily basis.
    • Filing all associated paperwork associated with such transactions.
    • Ensure floats are cleared promptly
    • Ensuring the cashbox is stored securely during cash hours.
    • Ensuring cash is available in various suitable denominations.
    • Conducting daily cash counts, reconciliation and reporting in case of any discrepancy
    • Preparation of weekly cash counts for each currency at week-end reconciling cash balances to cashbook balances – ensuring all codes are fully input.
• Mpesa
  • Updating mpesa payments in the Mpesa book and Cashbook
• Administration:
  • Receiving, printing, facilitating review and approvals, scanning and sending/emailing documents between field offices (Maikona, North Horr, Illeret & Moyale)
  • Assist in photocopying & scanning of administration and finance documents
  • Organizing staff and visitors’ accommodation in Marsabit and preparing payment requests for the same
  • Monitoring of office supplies to ensure adequate supply and proper usage including field ordering and updating the stock card
  • Warehouse/stores management including ensuring that the store /warehouse are kept clean and tidy
  • Monitoring electricity consumption and loading units
  • Responsible for office cleanliness and security by supervising the Office cleaner and Security Guards

Responding to Emergencies:

• Participating and contributing as necessary towards Concern’s emergency response as and when necessary
• Complying with Concern’s health, safety and security guidelines during emergencies.
• Concern Code of Conduct and Associated Policies:
• Adhering to the standards of conduct outlined in the Concern Code of Conduct & Associated Policies

Disclaimer Clause:

This job description is not exhaustive and may be revised by the line manager from time to time

Job Specification:

• Professional certification ACCA/CPA level
• A Diploma or Degree in Accounting, Finance, Business or Public Administration or relevant field will be an added advantage.
• At least one (1) years’ experience in a similar role
• Knowledge of and competency in common finance/accounting and administration processes and procedures
• Proficiency in the use of MS Office
• Excellent communication, interpersonal, planning and organization skills
• Ability to operate office equipment e.g. printer, scanner, photocopier, shredder etc.
• Fluency in English and Kiswahili. Fluency in the local language is preferred.
• A proactive self-starter and achiever