Operations & Accounts Assistant at DanChurchAid (DCA)

DCA is seeking to recruit a competent and energetic Kenyan National for a position as Operations & Accounts Assistant. The position is based in Nairobi - with some travel to DCA’s offices in Nakuru and Kakuma anticipated - and reports to the Head of Finance and Support Services (HoFSS) based in Nairobi.

 The main responsibilities of the Operations and Accounts Assistant are:

Administration

• Make travel arrangements, such as booking flights, cars, and making hotel reservations.
• Organizing and managing schedules and calendars for senior-level officers
• Reconcile hotel, air tickets & taxi expense reports & requesting for payments.
• Support event planning, including sourcing and booking venues, confirming attendance, and preparing materials.
• General office management duties to support Nairobi team and wider organisation, ensure all office operations bills/invoices are paid on time.
• Ensure functionality of necessary office equipment, repair or replace damaged office equipment.
• Maintain inventory of office supplies and manage re-ordering processes.
• Managing office supplies and ordering new supplies as needed.
• Systematically filing important company documents

Accounts

• Support preparing all the right documentation for payment.
• Confirm shared costs charge codes for all payment requests before sharing with the Accounts Officer
• Assist in processing invoices from suppliers and expense claims.
• Assist filing complete hard and soft copy accounts vouchers.
• Assist with employee expense reimbursement such as airtime.
• Assist in managing and reconciling bank/cash and other balance sheet accounts as well as booking transactions in Maconomy.
• Assists prepare and send monthly cash forecast to Nairobi office.

Procurement & Logistics (ProLog):

• Assist in conducting market surveys when required and give feedback on market trends.
• Assist in ensuring that all procurements are completed on time and updated on DCA’s online system (ADMIND).
• Assist in preparation of project bid advertisements, bidding documents, evaluation reports, requests for proposals for consulting services, draft contracts, and all other procurement cycle activity documents.
• Assist Pro-Log in archiving management.
• Assist in tracking monthly country logistics reports.
• Maintain updated assets register for DCA Kenya assets.

Professional Qualifications:

• Bachelor’s Degree in Business Administration, Social Sciences in any of these fields: Administration, Accounting, Social Studies
• Certified Public Accountant of Kenya (CPA-K) qualification is desirable.
• Knowledge and demonstrated prior experience of administrative, procurement and human resources policies and procedures.
• Good communications skills
• Computer knowledge (Microsoft Office – particularly MS Outlook, Word & Excel, Teams)
• High level of motivation, integrity, and commitment
• Excellent planning and organizational skills, and ability to work with minimal supervision
• Good team player
• Excellent interpersonal skills and ability to manage sensitive and confidential information.