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  • Accounts And Administrative Assistant at Farm Africa (Food & Agricultural Research Management)

  • Posted on: 14 May, 2018 Deadline: Not Specified
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    Farm Africa is an innovative charity that reduces poverty in rural eastern Africa by helping farmers grow more, sell more and sell for more: we help farmers to not only boost yields, but also gain access to markets, and add value to their produce.  We place a high priority on environmental sustainability and develop approaches that help farmers to improve their yields and incomes without degrading their natural resources. Our programmes vary hugely, ranging from helping crops farmers to boost harvests, livestock keepers to improve animal health, and forest coffee growers to reach export markets, but core to all of them is a focus on the financial sustainability of the farmers’ businesses and environmental sustainability.

    Accounts and Administrative Assistant


    Job Description

    Location: Kenya, Kisumu with some travel to the field as required

    Duration & hours:Fixed period contract, full-time

    The Kenya country office is currently recruiting Accounts and Administrative Assistant for the implementation of Farm Africa’s Kenya Market-led Aquaculture Programme (KMAP) Project to be based in Kisumu. The objective of this role is to ensure proper books of account are maintained in the project. Support the project in procurement, administrative, office management, Asset management at field office, logistics, IT and fleet management related roles.


    Fixed period contract, full-time


    To ensure proper books of account are maintained in the Farm Africa KMAP Project in Kisumu and to provide administrative supportto the project staff team.



    • To offer front office support, administrative and logistical coordination tasks
    • To ensure compliance with the basic standards contained in the Farm Africa finance procedures manual.
    • To maintain comprehensive and up-to-date project financial records.
    • To ensure routine office arrangement and cleaning and
    • To ensure safe custody of all Kisumu office assets.

    Specific tasks:

    • To ensure that all Staff Working Advances (SWA) taken by KMAP staff are accounted for within the stipulated period
    • To ensure that all local purchases or services costing over Kshs. 20,000 are requested using an LPO. To ensure that three quotes are obtained for all purchases or services costing over Kshs. 40,000 and that there is a signed decision statement explaining the choice of supplier.
    • To give feedback on any pertinent financial management issues to the Finance Manager in Nairobi.
    • To ensure that proper accounting records are maintained at the project level.
    • To send an accurate and complete set of monthly project accounts to Finance Manager latest by the 10th of the following month. Accounts and Administrative Assistant (KMAP)
    • To handle incoming and outgoing project correspondence (letters, calls and faxes).
    • To ensure the project office premises are clean and neat at all times.
    • To prepare payment vouchers and other accounting documents.
      To receive visitors to the office and direct them to the appropriate staff.
    • To handle and ensure timely replenishment of office petty cash.
    • In consultation with the administration officer in Nairobi, to ensure that office supplies (equipment and stationery) are promptly requisitioned and supplied.
    • To assist in organising meetings, workshops and conferences
    • To make travel and accommodation arrangements for project staff and visitors.
    • To maintain an up-to-date asset register for the Kisumu office and convey any changes to the country office accountant on a monthly basis.
    • To ensure all KMAP assets (furniture, equipment 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
    • To maintain an up to date, neat and adequate filing system for all accounting and administration documents, ensuring easy and efficient access.
    • Ensure that all office utilities are paid promptly and maintain a rapport with the suppliers and ensure there are no outstanding invoices pending
    • Assist in the project’s budgeting process


    Essential Desirable

    • Education, qualifications & other knowledge
    • Bachelors in Business administration – Finance option degree or related field
    • Projects Management CPA (Part 2 Section 4)
    • Certificate of good conduct


    • At least 1 year experience in project / fund accounting
    • At least 1 years’ experience in book keeping
    • At least 1 years’ experience in procurement

    Skills & abilities

    • Computer literacy in MS-Office, Word, Excel, Outlook
    • Familiarity with Quick books
    • Office administration skills
    • Accounts and Administrative Assistant (KMAP)

    Method of Application

    To apply please send your cover letter and a detailed CV indicating your expected salary to kenyarecruitment@farmafrica.org

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