Office Assistant at Self Help Africa

Department: Finance & Administration

Reports to: Administration & Logistics Officer

Benefits: 21 days annual leave, Medical Insurance, 25% leave allowance and 10% Employer pension contribution

Annual Gross salary: Ksh. 480,000

Expected Travel: Minimum travel will be required

Job Purpose: The job holder will be responsible and accountable for managing all administrative and finance related activities of the Kisumu office.

Key Responsibilities:

Administration

• Organize for meetings in the office and those at conference facilities
• Take minutes in working group meetings
• Ensure the security of the office by being in charge of opening and closing of the office
• Sourcing of quotations for Hotels, office items and other work related issues, as may be directed from time to time
• Ensure that service rendered as appropriate and report on their status
• Ensure that the office cleaning is done appropriately and on time
• Ensure that the Monday staff refreshments are made available
• Ensure that staff airtime is distributed on time to the respective staff
• Maintain the office petty cash and account to Head office when it is utilised
• Manage the use of office stationery

Finance

• Maintain the records of all office assets and inventory/supplies, and ensure that they are adequately secured and allocated as directed by the Office Manager.
• Conduct a quarterly physical fixed assets verification on all assets held in the Kisumu office and prepare a report that should be submitted to the Office Manager
• Assist the finance team with partner financial monitoring, when called upon to do so
• Ensure that the payments to the various service providers are done on time; such as Internet, Utilities, Security, Newspapers, Rentokil and Rent

Logistics

• In liaison with the Administration & Logistics Officer, coordinate logistics for staff visiting the project(s)
• Ensure secure and appropriate parking is secured for office vehicles

Any other duties as periodically assigned by the line manager.

Key Relationships:

Internal

• HR & Admin Manager
• Project Accountant(s) and Finance Officer
• Head of Finance and Administration
• Programme Staff

External

• Partner organisations

Qualifications and Experience:

Essential

• Certificate or Diploma in Business Administration or its equivalent from a recognized institution
• Proficiency in MS Word, Excel and Outlook,
• 1 year proven experience in office management with an INGO
• Basic knowledge of financial processes / bookkeeping an added advantage

Self Help Africa is committed to equal employment opportunities

This Job Description only serves as a guide for the position and SHA reserves the right to make necessary changes.