Regional Administration and Finance Officer at Kenya Red Cross Society

PURPOSE:

• Ensuring the efficient, effective and timely administration and day-to-day running of the Regional Office. The Regional Admin and Finance Officer shall serve as a key focal point for practical arrangements for DRC staff, delegates and visitors, including travel, visas, accommodation, meetings, onboarding and other administrative requirements. Maintain regular coordination with the Kenya Red Cross Society (KRCS).

KEY RESPONSIBILITIES :
Administration & Office Management (30%)

• Ensure implementation of DRC administrative procedures within the Regional Office and provide guidance to DRC staff on administrative matters, including purchasing, housing and other relevant policies
• Facilitate the purchasing of office supplies and other routine office requirements
• Follow up on issues related to the regional office driver, vehicle maintenance/repairs and fuel as neccesary
• Carry out administrative tasks related to filing, documentation and asset management
• Assist DRC staff with scanning, copying and other routine administrative needs
• Ensure that the DRC welcoming note and relevant KRCS security guidance are kept updated and shared with visitors prior to arrival
• Maintain and regularly update contact lists and holiday planner for DRC staff in Africa
• Maintain and regularly update DRC Africa Regional organogram
• Maintain an updated repository of relevant KRCS administrative and logistics templates, including requisitions, goods receiving notes, working advance settlements and cash refund forms

Coordination, Logistics & Operational Support (20%)

• Contribute to efficient communication, coordination and harmonisation of administrative processes between the Regional Office and the Kenya Country Office
• Support the planning and follow-up of office, regional office and regional meetings, including preparation of invitations, agendas, maps and minutes
• Liaise with relevant KRCS colleagues on services provided to DRC staff under the KRCS service agreement  and follow up on outstanding issues
• Support DRC visitors to Kenya with practical arrangements, including visa processes, accommodation and airport transfers
• Coordinate with KRCS on residence and maintenance-related issues affecting regional office staff and delegates
• Follow up with KRCS on work permits permits for incoming delegates
• Maintain regular day-to-day communication with the Deputy Head of Region, Regional Finance Coordinator, DRC delegates and headquarter staff, relevant KRCS colleagues and visitors to Kenya

Staff Support and HR (20%)

• Provide practical administrative support to DRC staff and delegates based at or supported by the Regional Office
• Support incoming staff and delegates with onboarding-related administrative arrangements, including accommodation, work permits and other practical requirements (phone, IT equipment) in liaison with HQ Training & Deployment team and Regional HR Partner
• Provide guidance to staff on relevant administrative policies and procedures
• Follow up on staff-related administrative issues with KRCS and other relevant service providers
• Track staff leave for the Regional Office
• Facilitate a smooth and consistent administrative experience for DRC staff and visitors across the Regional Office

Financial & Compliance Support (15%)

• Assist the Regional Finance Coordinator with filing financial documentation in Atlas
• Conduct the monthly count of Regional Office petty cash together with the Deputy Head of Region
• Assist the Head of Region in reviewing expenses and travel claims
• Assist with booking Regional Office expenses in KOMPAS
• Facilitate working advances for DRC Regional Office staff upon request
• Support the Regional Finance Manager and Head of Region with routine financial administration and follow-up
• Ensure that financial and administrative documentation is properly maintained and available for review

Communication & Reporting (15 %)

• Maintain effective day-to-day communication with the Deputy Head of Region and Regional Finance Coordinator.
• Coordinate regularly with DRC delegates and staff under the Regional Office
• Liaise with relevant staff of the KRCS Headquarter regarding services provided under the KRCS service agreement
• Communicate with DRC visitors to Kenya regarding their administrative and logistical arrangements
• Escalate administrative, logistical, security or financial issues requiring management attention to the appropriate focal point

Miscellaneous (5 %)

• Other duties related to administration, logistics, coordination or financial support as assigned by the Deputy Head of Region and/or Regional Finance Coordinator.

MINIMUM QUALIFICATIONS AND EXPERIENCE    
Education: 

• Bachelor’s Degree in business administration, Management, or related area or equivalent through minimum 5 years of experience
• CPA 2 certificate

Experience:

• Minimum 4 years relevant working experience in administration
• Work experience with other international organizations, large NGOs and/or governmental development agencies
• Proficient in Microsoft Office, particularly Outlook, Word and Excel Daily electronic filing and archiving of financial and administrative files

Knowledge and Skills:

• Accuracy and fine attention to detail
• Fully computer literate: able to maintain trackers, databases, contact lists and administrative records, able to manage electronic filing systems and shared folders, comfortable using online platforms for travel, visas, meetings and administrative processes, able to quickly learn and use DRC/KRCS digital systems and tools.
• Organized and self-starter in work prioritizing
• Excellent customer service skills; experience of minimum 2 years in the service industry, in an administrative position or at a reception
• Strong diplomatic communication skills both written and verbal
• Excellent organization and coordination skills
• Ability to work with tight deadlines and handle multiple tasks

Languages:

• Fluently spoken and written English
• Good command of Swahili

Attitudes:

• High degree of integrity, discretion and personal conduct
• Flexible, self-motivated, proactive with good judgement and initiative
• Excellent interpersonal, verbal and written communication skills
• Able to work in a team and work under minimum supervision
• Teamwork, national society relations, communications and professionalism

DESIRED COMPETENCIES    

• Red Cross / Red Crescent knowledge and experience
• 3 years’ experience in driving (manual gears)
• Experience working in a cross-cultural and cross-functional environment
• Good command of French