Administrative and Finance Assistant (Cashier) at International Livestock Research Institute (ILRI)

Key Responsibilities  

Purpose

• Manage filing and distributing all incoming and outgoing mail/faxes/letters/documents.
• Receive incoming mail and invoices and direct them to the appropriate services.
• Manage hotel reservations for visitors or staff as needed
• Assist with visitors travel arrangements and bookings for flights, accommodation and local transport as requested
• Tag assets and make reconciliation
• Photocopy and scan documents
• Manage meetings and appointments for the regional office and write minutes of the meetings as required
• Keep track of basic office supplies by maintaining inventory and assist to order new/additional basic office supplies as needed.
• Coordinate and facilitate requests related to IT, work orders, meetings, visit requests and materials for publications
• Assist in the application and processing of import and export permits for research and other materials.
• Assist in requesting for quotations for supplies and services and preparing bid analyses as required
• Assist in onboarding new IRRI Kenya staff
• Maintain office petty cash
• Process cash advance requests
• Keep a cash register, and record all cash in and check outs and the final balance at all times.
• Process staff cash advances
• Report discrepancies found within the accounts to his/her supervisor
• Make the cash reconciliation at the end of each day and produce the report at the end of the month.
• Preparation of Cash reconciliation reports
• Maintain staff Advance register
• Ensure Compliance with expenditure commitment procedures

Engagement

• Efficient and effective administrative support for staff and visitors
• Ensuring all programs and operations have adequate support needed
• Reporting discrepancies s/he find within the accounts to his/her supervisor
• Compliance with expenditure commitment procedures

Delivery

• Improve efficiency and dealing with a diverse group of callers and visitors at all levels, both internal and external to IRRI, and ensure all are treated in a professional and courteous manner.
• Cash reconciliation reports
• Advance register well maintained
• Perform any other relevant duties as assigned by supervisor from time to time

Requirements

• High School graduate Minimum 4 years of experience in Administration or bachelor’s degree in administration and 2 years of relevant experience
• knowledge of MS Office (Word, Excel, PowerPoint)
• Good oral and written communication skills, communicates status of work regularly and in a timely manner
• Must be scrupulously honest and always foster an atmosphere of trust and integrity.
• Ability to perform fast, efficient and maintain discretion and confidentiality
• Have basic knowledge of accounting
• Good interpersonal skills and Good organizational skills