Project Administrative Assistant at Farm Africa

Specific tasks: 

Accounting: 

• Perform accounting tasks in full adherence to the financial procedures set out in the  financial policies and procedures manual  
• To ensure that proper accounting records are maintained at the project level. To prepare payment vouchers and other accounting documents. 
• To handle and ensure timely replenishment of petty cash. 
• To send an accurate and complete set of monthly project accounts to the Finance  Manager latest by the 10th of the following month. 
• To ensure that all Staff Working Advances (SWA) taken by project staff are  accounted for within the stipulated days 
• Assist in the project’s budgeting process.
• To maintain an up-to-date, neat and adequate filing system for all accounting and  administration documents; ensuring the time it takes for retrieval is kept at a minimum. 
• To feed back any pertinent financial management issues to the Finance Manager in  Nairobi. 

Procurement: 

• To ensure strict adherence to the procurement policies and procedures including the  thresholds set there in on approvals and purchases. 
• In liaison with the project coordinator prepare complete the procurement plan on a  quarterly basis and update appropriately. 
• Ensure that all office utilities are paid promptly and maintain a rapport with the  suppliers and ensure there are no outstanding invoices pending. 

Logistics, Communication and Project Administration  

• In consultation with the Project Administrative officer in Nairobi, to ensure that office  supplies (equipment and stationery) are promptly requisitioned and supplied. 
• To handle incoming and outgoing project correspondence (letters and emails, calls). To assist in organising meetings, workshops and conferences. 
• To make travel and accommodation arrangements for project staff and visitors. To receive visitors to the office and direct them to the appropriate staff. 
• To ensure the project office premises are clean and neat at all times. 

Asset and Fleet Management  

• To maintain an up-to-date asset register for the Embu office and convey any changes  to the Project Administrative Officer on a monthly basis. 
• To ensure that all project assets (furniture, equipment, motorbikes and vehicles) are  insured, serviced and maintained and to report any defects promptly to the project  coordinator. 
• To maintain mileage and service records for office vehicles and motorbikes. 

M&E data entry 

• Collect data provided to him/her by the project officers and also directly from the field  from the Village Based Advisors (VBAs): These data include but are not limited to  field training forms, VBA and farmer group registration forms, capacity assessment  forms and any other field forms 
• Properly enter all the data on VBA and farmer groups mapping into the ODK platform Properly file all the VBA mapping and groups’ registration forms, training forms and  other related M&E forms.  
• All training forms entered into excel and filed according to groups files 
• Data cleaning of all the data entered in ODK before submission: to be supervised  and approved by the PC.  
• Ensure an updated monthly compilation of the demonstrations established done  under the AGRA project, Lists of both input and output markets and aggregators working with the project.  
• Properly documented and updated monthly information on the farmer’s input  
• distributions as done by the project officers and entered all lists into the excel database.
• Assist the PC on specific administrative duties which are aligned to VBA and farmer  training and office coordination 
• React on and build in the requests from the Farm Africa supervisor 

Qualifications
Essential  Desirable 

• Education, qualifications & other knowledge
• CPA (Part 2 Section 4)     
• Projects Management;
• Certificate of good conduct     
• Office Administration skills

Experience

• At least 2 years of experience in  
• project/fund / NGO accounting
• At least 1 years’ experience in procurement
• At least 1 years of experience in  
• bookkeeping (preferably QuickBooks)
• Experience in administrative work