Administrative Officer - Finance & Support Services at World Vision Kenya

Key Responsibilities:

Administrative Support

• Coordinate administrative support for the Finance & Support services Directorate including but not limited to offering secretariat services, consolidating reports, maintenance of office assets, equipment and maintain adequate supplies/stationary.
• Prepare correspondences and facilitate for signing by the relevant on staff matters; bank, visa, certificate of service, letters.
• Ensure effective and efficient facilitation of departmental meetings, events, activities and Projects.
• Ensure timely disbursement of the Directorate correspondences.
• Ensure provision of excellent front desk services to Directorate visitors.
• Coordinate and ensure timely preparation of monthly, quarterly Directorate reports.

Logistical Support

• Provide Logistical Support for the Finance & Support Services Team.
• Coordinate Air and road travels for the teams including visa applications, airport pickups, transfers and hotel reservations.
• Support in writing of correspondences, sending   them out and receiving the same from partners.
• Ensure the Directorate has enough stationery, and the photocopiers printers and scanners are maintained in good condition.
• Receive parcels and allocating them to staff.

Document/Information management

• Develop and maintain a Directorate document management system that ensures safe and orderly custody of information both manually and electronically
• Facilitate FSS document retention and retrieval
• Ensure proper filing of FSS hard and soft copy documents for ease of retrieval.
• Maintain a robust online filing system for all FSS documents for ease of retrieval
• Coordinate document retrieval when needed Maintain an up to date addresses of FSS staff, partners and key contact persons based in other WVI offices.
• Ensure confidentiality of finance records in accordance to WVK polices and the data protection regulations.
• Maintain up to date key Directorate records including, Polices, Business processes, Organizational structures, AOPs, departmental staff data and details etc

Banking Liaison

• Coordinate the opening of new bank accounts and updating of signatories and account closure.
• Organize for periodic meetings between banks and WVK finance leadership to discuss banking issues.
• Proper filing of banking information relating to accounts held, signatories list and Service Level Agreements (SLAs).
• Coordinate trainings by banks on new initiatives and technologies.
• Coordinate follow up with the various banks on any pending issues.

Other Responsibilities

• Attend and actively participate/lead trans teams, group devotions, chapel and other events.
• Coordinate and participate in roll out and implementation of Directorate initiatives
• Participate in committees and taskforces, as assigned
• Perform any other duties assigned from time to time

Knowledge, Skills & Abilities

• Degree in Business Administration or related field
• Business oriented mind set
• Track record demonstrating high integrity, reliable and dependable
• Excellent communication skills
• Networking and influencing skills
• Ability to work with minimal supervision.
• Fluency in English.
• Proficiency in Computer applications (Ms. Excel, Word, Power Point etc)