Career Opportunities at The Elizabeth Glaser - 7 Positions

Job Summary

The Procurement Assistance will provide support to the Procurement officers in Nairobi

Responsibilities for the Procurement Assistant Job

• Upload all procurement requests on the procurement system (Varian).
• Track delivery, Receive and verify all supplies before dispatch to the Logistics department.
• Contact vendors in order to schedule or expedite deliveries and to resolve shortages, missed or late deliveries, and other problems.
• Indexing, filing and updating of the contracts log and CGIS
• Filing of all procurement related documents
• Support the procurement officers in processing of procurement on request
• Tracking invoices and sending payment advises to the suppliers
• Support department’s/supplier meetings/supplier
• Any other duties assigned by the supervisor

Qualifications for the Procurement Assistant Job

• Diploma in Procurement and logistics
• A minimum of 2 years working experience will be an added advantage
• Strong computer literacy
• Strong interpersonal communication, relationship building and organizational skills
• High quality written & oral communication ability
• Ability to adapt to a dynamic working environment and work within a diverse team
• Exceptional integrity and a strong sense of ethics

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Job Summary

Overall support on all logistical matters.

Responsibilities for the Driver Jobs 

• Provide support to office and field staffs whenever necessary towards accomplishment of the foundation’s goals / objectives
• Provide transport services to all foundation employees to and from approved destinations.
• Ensure that the vehicle assigned is driven at a reasonable speed and well equipped with required tools like first
• Aid boxes, Jack, tool box, fire extinguisher, hazards etc.
• That foundation vehicle are checked for Oil level, Water level tire pressure every morning before they are
  Driven
• That foundation vehicle are serviced only at recognized garages
• Those foundation vehicles are driven with cautious for the safety of workers.
• To make sure that all foundation vehicles have valid Documents as required by the law
• Work closely with line manager to make sure that vehicles are available to field officers
• To make sure that foundation vehicles are always clean, well serviced, and has valid insurance
• Transporting foundations property, material from one place to another after authorization.
• Ensure that foundation’s transport policy is adhered to at all times

Qualifications for the Driver Jobs 

• At least a Kenya Certificate of Secondary Education, Knowledge of simple vehicle mechanics/maintenance
• A clean and Valid driving Licence
• A current Certificate of good Conduct
• A current vision test report
• Five years’ experience
• Experience in working in a busy environment

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Job Summary

To support the Senior Field Accountant in ensuring that financial and accounting operations of the EGPAF Field Office are in strict compliance with EGPAF policies and procedures and specific donor rules and regulations. Also strive to ensure efficient and accountable use of donor funds

Responsibilities for the Field Accountant Job

Accounts Payables

• Timely processing of staff advances for travel and activities
• Timely processing of activities participants mobile payments
• Processing of supplier invoices within agreed timelines
• Reconciliation of supplier statements
• Ensures that all hard copy vouchers are duly authorized before payment and filing
• Manages a systematic financial filing system that is sequential, complete and up to date at all times both scanned and hard copies

Accounts Receivables

• Reviews and signs off on all submitted Field Expense Reports, ensuring the validity and accuracy of all submitted receipts. Periodically samples receipts and clarifies sampled expenses with vendors
• Accurately posts the advances liquidating expenses to QuickBooks

Cash/Bank Management

• Reviews and signs off on all submitted Field Expense Reports, ensuring the validity and accuracy of all submitted receipts. Periodically samples receipts and clarifies sampled expenses with vendors
• Accurately posts the advances liquidating expenses to QuickBooks

Statutory Requirements

• Ensure all statutory remittances are paid on time, and that accurate amounts are paid
• Maintain and update statutory remittances file, conducting period audits of the files to ensure ability to satisfy any statutory scrutiny

Monthly Reporting activities

• Timely posting of all transactions as well as ensuring consistency, accuracy and completeness of such transactions.
• Ensure EGPAF –K finance office meets all Nairobi reporting deadlines for Quick Books end of the month Reports

Other Responsibilities

• Support the Audit/Compliance Review Exercises
• In liaison with HR, orientation of new staff on finance policies and procedures

Qualifications for the Field Accountant Job

• Minimum Degree in related Business Field and CPA II or equivalent
• Experience working in a donor funded project will be an advantage
• Excellent communication skills
• Well developed interpersonal skills
• Strong work ethic and ability and willingness to work long hours
• Able to work in team settings and willingness to learn
• Cross-cultural competence as demonstrated by confidence and ability to make relevant presentations to diverse audiences
• IT Savvy, including accounting soft wares
• Willingness to travel

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Job Summary

To support the Accountants in ensuring that financial and accounting operations of the EGPAF Field Office are in strict compliance with EGPAF policies and procedures and specific donor rules and regulations. Also strive to ensure efficient and accountable use of donor funds

Responsibilities for the Accounts Assistant Job

Accounts Payables

• Assist in timely processing of staff advances for travel and activities
• Assist in timely processing of activities participants mobile payments
• Assist in Processing of supplier invoices within agreed timelines

Accounts Receivable

• Assists in collection and review of Field Expense Reports, ensuring the validity and accuracy of all submitted expenses
• Assists in accurate posting of the advances liquidating expenses to QuickBooks

Cash/Bank Management

• Conducts surprise cash counts
• Ensure timely banking of any unspent amounts refunded by staff as well as any cheques written in favor of the foundation for various transactions.

Statutory Requirements

• Ensure all statutory remittances are paid on time, and that accurate amounts are paid
• Maintain and update statutory remittances file, conducting period audits of the files to ensure ability to satisfy any statutory scrutiny

Monthly Reporting activities

• Timely posting of all transactions as well as ensuring consistency, accuracy and completeness of such transactions.
• Ensure field offices meets all reporting deadlines for Quick Books end of the month Reports
• Support the Audit/Compliance Review Exercises

Qualifications for the Accounts Assistant Job

• Minimum Diploma in related Business Field or CPA IV or equivalent
• Excellent communication skills
• Well developed interpersonal skills
• Strong work ethic and ability and willingness to work long hours
• Able to work in team settings and willingness to learn
• Cross-cultural competence as demonstrated by confidence and ability to make relevant presentations to diverse audiences
• IT Savvy, including accounting soft wares
• Willingness to travel

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Responsibilities for the ICT Officer Job

• Working with the ICT Manager and ICT staff in other field offices to provide effective IT systems, ensure implementation of IT standards and policies, and provide technology support and solutions to meet the needs of the organization.
• The ICT Officer will support the overall technology infrastructure for the NAIROBI Office including planning, implementation and SUPPORT of the software applications and hardware infrastructure that run operations.
• The ICT Officer will be involved in systems administration including: general computer support; upgrades; software installations; license management; server maintenance support; deployment of equipment;; end user support.
• S/he will be in charge of providing user training on common business applications and use of EGPAF ICT systems.
• The ICT Officer may also be responsible for managing or contributing to various IT projects. This may include: assessment of Applications and technology; formulating and presenting solution options to the ICT Manager; advising on the equipment or software selection process; overseeing implementation of EGPAF ICT systems and key project deliverables.
• Supported technologies include but are not limited to: wired and wireless networks, storage systems, Microsoft
• Active Directory, Windows OS, MS Office suites, end user workstations, /laptops and various proprietary and commercial software applications and hardware.

Responsibilities for the ICT Officer Job

• Provide software and system troubleshooting and support.
• Install, maintain, troubleshoot, and update operating systems and user applications.
• Proactively schedule software upgrades and patching.
• Ensure that, all software on EGPAF equipment is licensed and keep record of licenses.
• Track license and support contracts to include notification of renewal timeframe to ICT management.
• Monitor network to ensure network functionality and availability to all system users.
• Install, maintain, troubleshoot, and repair cabled, wireless and other network infrastructure.
• Support existing/new server/s and administer access rights for all users in the Homabay office.
• Maintain local and server based anti-virus software.
• Inform and train users and management in how to adhere to EGPAF global and local security ICT policies.
• Ensure computer is set up prior to new hire start date and any related moves.
• Handle the relocation of computer equipment as a result of office or personnel changes.
• Setup new user accounts and email accounts (in collaboration with ICT Support – Head Office – DC).
• Troubleshoot, and repair user accounts and email accounts, assist in resetting passwords. (In collaboration with ICT Support – Head Office – DC).
• Participation in research and recommendation of improved infrastructure processes and technologies to include growth planning.
• Work service providers to schedule repairs and maintenance.
• Work with ISP and other outside service providers to ensure dependable operations.
• Train new and current employees on computer software and ICT systems.
• Maintaining documentation of processes, procedures, and troubleshooting guides.
• Monitor and report ICT expenses.

Qualifications for the ICT Officer Job

• Minimum 3 years of relevant experience within the ICT technical field.
• Effective written and oral communication with ability to produce reports and present solutions.
• Documented results related to the position’s responsibilities.
• Fluency in English (written and spoken).
• Advanced Diploma or higher within information technologies, or substantial working experience within relevant fields and have obtained and maintained relevant certificates.
• Professional knowledge of network technologies and Windows clients.
• Experience in handling servers and related access management control.
• Ability to work independently to troubleshoot, perform root cause analysis, identify and isolate technical issues.
• Willing to take ownership of issue analysis and resolution efforts and commit to ‘doing what it takes’ to resolve technical issues regardless of the effort or timeframe required.
• Ability to work and cooperate well with people.
• Working in a structured manner

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Job Summary
To provide front office support to the EGPAF Kenya Nairobi Office.

Responsibilities for the Receptionist Jobs

Reception

• Answer incoming telephone calls and take messages ensuring that communications are efficient, accurate and comprehensive.
• Receive visitors and direct them to the concerned person using good public relations skills
• Maintain reception information/literature.
• Keep the reception area (and whole office) tidy and welcoming during office hours.
• Ensure Nairobi Office Access Procedures are followed at all times.
• Update EGPAF Kenya Staff Contact list on a monthly basis and disseminate to All Staff.
• Ensure good relationship between the Foundation and the public in person, over the phone, and through e-mails when interacting with or visiting the Nairobi Office.
• Ensure the reception is manned at all times; during leave and lunch time.

Mail Administration

• Receive and distribute mail accordingly; acknowledge receipt of all incoming mails, register the same and channel to responsible official for action.
• Administer outgoing documents and parcel courier through DHL and Securicor.
• Compile all documentation for payment.

Travel

• Oversee and facilitate hotel, transport logistics, visa requirements, and other travel needs for staff.
• Organize and assist with international travel arrangements for all staff.
• Manage requests for taxis and ensure all invoices are prepared and submitted to the finance office for payment.
• Manage key vendor relationships with local hotels, Travel Agency, etc.

Petty Cash Management

• Update petty cash register on a daily basis, attaching all original receipts
• Maintain and administer the Nairobi office petty cash as per the petty cash policy
• Ensure all petty cash approval thresholds are adhered to.

Office supplies

• Receive and log office supplies including carrying out periodic stock takes and replenishment

Qualifications for the Receptionist Job

• Diploma in Secretarial studies.
• A minimum of 2 years’ experience as Receptionist.
• Previous experience in working with international NGO’s is required.
• Strong interpersonal communication, relationship building and organizational skills
• High quality written & oral communication ability
• Ability to negotiate solutions to problems
• Strong computer literacy
• Fluent reading, writing, and speaking in both Kiswahili and English