Finance/Admin Assistant at Kenya Coffee Producers Association

Reports to: Chief Executive Officer

Duties and Responsibilities

Office Support and Management

• Provide general administrative and clerical support including managing phone calls, write and distribute mails, letters, photocopying, open, sort and distribute incoming correspondence
• Establish and maintain a range of basic databases and records systems including:- membership details, office records, and others as may be required
• Provide general support to the visitors and organization’s clients
• Correspond with members and support membership development
• Develop and maintain a filing system
• Assist in management of the organization’ website – regularly updating and initiating new ideas on how to continuously improve
• Support project activities such as: - attend project meetings if and when required, book meeting venues, mail out invitations etc.
• Support identification, development and implementation of fundraising strategies for sustainability of the organization
• Managing inventory of office assets and supplies and sourcing for suppliers
• Coordinate maintenance of office equipment
• Perform any other duty as required by the Chief Executive Officer
• Coordinate maintenance of office equipment
• Recruit new members for the Association
• Ensure tidiness of the office.
• Perform any other duty assigned by the supervisor

Membership management

1. Correspond with KCPA members and support membership development - recruit new members for the Association and ensure the old members continue supporting the Association through renewal of annual subscription - Establish and manage relations with KCPA members/ maintaining member information and receiving member requests and attending to member needs/preparing thank you letters/messages for new members
2. Maintain regular communication with members – send market information and any other administrative information as need arises.
3. Provide regular reports on growth of membership
4. Maintain a database of all the Association’s  members

Financial management

1. Monitor and record all office expenditures and reconcile and submit expense reports through simple book keeping software such as Microsoft Excel.
2. Preparation of payment vouchers, process incoming cheques; create daily ledger of deposits
3. Submit regular financial reports
4. Ensure that all statutory are made and submitted in accordance to the laws of Kenya and the financial manual of KCPA

Level of Education:

1. KCSE 
2. Specialized Training/Professional Qualifications:
3. At least CPA 11

Competencies/Abilities/Skills Required:

1. Working knowledge of computerized accounting packages
2. High level of integrity.
3. Good interpersonal skills.
4. Attention to detail.
5. Good planning and organization skills.
6. Effective communication both oral and written