Job Openings at FHI 360 - 4 Positions

REPORTS TO: Associate Director, Enterprise Services

BASIC FUNCTION:

The Temporary Administrative Assistant is responsible for providing efficient and effective administrative and technical support for FHI360 offices in its functional areas including timely tax exemption applications (DAI forms) support in management of inventory stores, services contracts, leases office, fleet, administration files and efficient resource utilization.

TASKS AND RESPONSIBILITIES:

• Request for invoices and pro-forma invoices and ensure vendors submit them on time for tax exemption application.
• Type and submit DAI forms from all projects and partners for review and submission within 30 days
• Generate timely DAI forms reports as required from projects and sub-recipients
• Ensuring DAI forms /invoices from field offices and sub-recipients have dates within the threshold required and not time barred on receipt.
• Extract time barred DAI forms and notify Partners and sub-recipients for action.
• Receive sub-recipient’s invoices for tax exemption and acknowledgement receipt in writing
• Maintain a log of sub-recipients invoices for DAI forms and consolidate DAI forms for review and approval.
• Request partners and field offices for missing supporting documents for DAI forms.
• Preparing cover letters and tracking worksheets for Tax exemption applications.
• Issue blank DAI forms to projects & sub-recipients, maintain log and report for replenishment
• Scanning and copying DAI forms from all projects and partners prior to submission to the mission.
• Filing copies of approved DAI forms with vendor communication documented for refunds as per Donor rules and regulations
• Track submission dates and return dates of approved DAI forms from the mission
• Filing and regularly updates system log of all lease documents.
• Update lease files with labels and storage systematically to ease access
• Arrange resource store, maintain order and extract obsolete documents for approval to dispose.
• Print terrorism and debarment searches and attach to service contracts and leases invoices for approval
• Update terrorism searches and debarment searches quarterly for all service contracts and leases
• Track and maintain a log of service contracts and expiry dates
• Report on any terrorism and debarments searches with queries and not cleared in the system.
• Sort approved DAI forms from mission by original, duplicate invoices and supporting documents.
• Log all approved forms and distribute to respective field based projects and sub-recipients
• Record service contract and lease invoices for approval for Finance receipt and payments
• Regularly update vehicle maintenance service and repairs report log with mileage
• Update Total card incidents and new applications thresholds report for fleet.
• Regularly update a log of fleet incidents and accidents for insurance claims status
• Extract service contracts, utilities bill and lease remittance advices and send to service providers via email on a timely basis.
• Assist in reconciling stationery and consumables usage report for approval and replenishment
• Assist in inventory listing, verification process and stores management processes
• Assist in maintaining and establish effective record keeping systems for documents in Administration both manually and electronic.
• Effectively and efficiently track approved administrative documents through proper identification.
• Coordinate with Senior Administrative Officer on a regular update of reports for management

MENTAL AND PHYSICAL REQUIREMENTS: KNOWLEDGE, SKILLS AND ABILITIES

• Excellent interpersonal skills with ability to communicate effectively with all levels of staff, vendors and the public.
• Working knowledge of USAID rules and regulation on and organization administrative services practices.
• At least three years’ relevant experience in executive secretarial role or Office management within a busy organization
• Excellent planning and organizational skills.
• Ability to supervise staff.
• Tact and diplomacy in dealing with staff and the general public and ability to maintain effective working relationships with all levels of staff and public.
• Ability to work under pressure
• Must be computer literate.

MINIMUM RECRUITMENT STANDARDS:

A Higher National Diploma in Business Administration or related field with at least 1-3 years’ experience in a similar position with progressive experience in an executive secretarial role or administration, procurement and office management.

This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

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JOB SUMMARY:

To provide driving and messenger services to FHI 360 Kenya country office.  Maintain the project vehicles in a clean and serviceable condition, perform minor preventive maintenance and safety checks on a daily basis and inform the supervisor of discrepancies. The incumbent will be based in Nairobi county.

ESSENTIAL JOB FUNCTIONS:  DUTIES AND RESPONSIBILITIES

• Drive project staff and visitors to meetings and appointments with due caution and courtesy as assigned by the supervisor.
• Maintains project vehicle in good condition, including cleaning inside and outside of the vehicle and engine check-up, fluid levels and the tires which are to be conducted on a daily basis.
• Maintains a current driving license for self and advise the Senior Administrative Assistant when the project vehicle licenses are due for renewal, appropriate inspections and registrations for vehicles.
• Runs office errands such as message/equipment deliver, visa applications, picking-up and collecting mail from post office and other errands as assigned by the supervisor.
• Ensure that the passengers adhere to the traffic rules and regulations e.g. wearing seat belts.
• Report immediately any traffic accident to the insurance company and to the supervisor.
• Assists with office tasks, such as photocopying, pick up of supplies etc.
• Performs any other duties as assigned by the Senior Administrative Assistant or Senior Administrative Officer.

REQUIREMENTS: KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of counties and its surrounding areas where project will have presence, streets neighborhoods, airports and government offices.
• Skilled and experienced safe driver with valid driver’s license and no history of responsibility for accidents.
• Ability to lift heavy packages and moves furniture.
• Ability to maintain vehicles in good condition.
• Basic knowledge of First Aid.
• Able to handle multiple tasks efficiently.
• Able to report to work and maintain time schedule and work extra hours as needed.
• Willingness and interest in supporting program and goals.
• Ability to perform all duties and responsibilities in a timely manner with minimal supervision.

MINIMUM REQUIREMENTS STANDARDS:

• Secondary school ‘O’ level graduate or relevant vocational training certification with over 5-7 years of relevant experience; plus, a minimum of five years working with a public or private organization operating motor vehicles professionally.
• Must have a good working knowledge of English with ability to understand spoken and written English well and Kiswahili.
• Must have a current, valid driving license with an excellent driving record showing no history of responsibility for accidents.
• Must be in possession of a current and valid certificate of good conduct within the year.
• Maintains a good awareness of the existing traffic rules and regulations under NTSA.
• Must have undertaken an eye test with certification.
• Good knowledge of the counties and its surrounding areas.
• Experience driving for a diplomatic mission or NGO is an added advantage
• Prefer experience with medium-to-large sized international organization.
• Experience must reflect knowledge, skills and abilities listed above.

This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

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Reports To: Senior Technical Officer, HIV Care and Treatment

POSITION SUMMARY:

As a member of the clinical team in the HIV Service Delivery Support Activity Project, offers general support to the goals and objectives of the project and specifically result area one team.

ESSENTIAL JOB FUNCTIONS: DUTIES AND RESPONSIBILITIES:

• Provide mentorship, coaching and updates to service providers at the CCC/MCH/TB clinics to offer patients quality care and treatment services according to the national guidelines and standards in select facilities.
• Supporting accelerated HIV care and treatment efforts directed towards increasing enrolment of HIV infected children and adolescents
• Ensure that project-supported clinical care activities at ART/PMTCT/TB sites conform to Kenya National HIV care and treatment guidelines and the project standards.
• Support the CCC/ART patients by offering Clinical services, clinically stage the patients using the WHO classification and recommend relevant investigations for patients to prepare them for ART treatment initiation for 40% of the time
• Support the service providers by recommending relevant treatment and care for the patients with opportunistic infections and recommend initiation of ART treatment in accordance with the MOH recommended guidelines.
• Liaise with other project staff working in the facility and community to address all issues across the 3 90s and issues of defaulter tracing, HIV prevention and addressing other social determinants of health to mitigate the impact of those affected and infected by HIV.
• Support facilities to institute differentiated service delivery models, and systems for inter and intra facility referrals.
• Ensure the documentation of appropriate services rendered to the patients is done in the relevant service registers.
• Ensure quality of care is attained for patients seeking the services.

KNOWLEDGE, SKILL, ABILITIES, EXPERTISE AND COMPLEXITY:

• Knowledge of HIV and AIDS, reproductive health, family planning, public health.
• Ability to provide a wide range of clinical services and capable of effectively transference of skills, effective communication.
• Excellent written and verbal communication skills.
• Ability to work independently with initiative to manage high volume work load.
• Ability to lead and work in teams to accomplish given tasks.

MINUMUM REQUIREMENT STANDARDS:

• Diploma in Clinical Medicine with Post-Basic Comprehensive HIV Management Training with at least 5-7 years’ practical continuous relevant clinical experience or BS/BA degree in related field with 3-5 years’ relevant experience.
• Trained in current HIV management, care and treatment and additional training as a TOT or in both pediatric, adolescent and adult rational ART use is an added advantage.
• Experience in working in a health facility offering HIV Comprehensive care and treatment.
• Demonstrable knowledge of HIV knowledge and the various interventions being offered to prevent and control the morbidity and mortality arising from the infection will be an added advantage.
• Ability to provide a wide range of clinical services, capable of effective communication and transference of skills.
• Excellent report writing and computer software skills for word processing.