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  • Posted: Sep 4, 2018
    Deadline: Not specified
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    The International Livestock Research Institute (ILRI) works to improve food security and reduce poverty in developing countries through research for better and more sustainable use of livestock. ILRI is a CGIAR research centre - part of a global research partnership for a food-secure future.
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    Finance and Administrative Assistant

    Job description

    The International Livestock Research Institute (ILRI) seeks to recruit a Finance and Administrative Assistant to provide quality and efficient service in Finance and Procurement department through timely delivery of documents and response to customers’ queries.

    Responsibilities

    • Administrative Roles;
      • Receive, record and distribute finance and procurements documents to the respective staff
      • Ensure that documents are fully approved and supported as per ILRI authorization matrix
      • Maintaining logs of administrative requests, issue timely reminders on uncompleted administrative tasks and identify bottlenecks for timely support
      • Share a monthly report on all tasks assigned and highlight any patterns for appropriate action to be taken
      • Receiving and assisting customers, attending to telephone calls, setting appointments and responding to customer’s queries
      • Recording customers’ requests and follow up in the absence of the responsible staff
      • Ordering from stores and safeguarding stationery for finance and procurement departments
      • Process print and issue ILRI receipts to customers at the reception
      • Maintaining finance meeting room calendar
      • Coordinating local and international travel, meetings, workshops and conference logistics and verifying related hotel, housing, catering expenses reports, including invitation lists etc
      • Inducting new Finance staff to ILRI and liaise with relevant units i.e. IT, Health and Safety Unit, and HR to ensure all the relevant procedures are followed
      • Liaising with all ILRI administrative Units, Research themes, projects and support units as required to deal with Finance matters
      • Assist visitors on general administrative matters, provide advice and ensure administrative support as required.
    • VAT Exemption Applications
      • Prepare VAT exemption applications on real time basis and share with liaison at least twice a week in addition, liaise with Liaison officer for their filing
      • Monitoring and updating of VAT exemptions sent to the Ministry and KRA
      • Notifying the responsible accountant on return of the certificates and issuance of the VAT exemptions to the suppliers
      • Ensuring approved Vat certificates are collected by suppliers as soon as possible
      • Preparation and sharing of Vat schedule/progress reports on a weekly basis
    • Creditor Invoices/Expense Claim Authorizations.
      • Review invoices and other expense claims as they are delivered
      • Resolve invoice and other claims discrepancies
      • Provide first check for payment authorization
      • Check expense claims for staff in accordance with the appropriate entitlement and arrangement payment/reimbursement
      • Maintaining the Finance database and record keeping
      • Storing, arranging, indexing and classifying various financial records
      • Maintaining a database of suppliers and other external customers’ contacts
      • Overseeing the management of electronic and/or paper-based information
      • Responding to internal and/or external information enquiries
      • Reviewing and documenting records management resources
      • Ensure sensitive information is kept confidential
      • Assist in filling finance documents & retrieving documents during Audit
      • Maintaining and updating a proper filing system for the Unit documents.

    Requirements

    • Bachelor’s degree in business administration, secretarial studies, office management or a related field
    • At least CPA Part II qualifications
    • A minimum of 1 year recent experience in an administrative role
    • Computer skills, including sound knowledge of Microsoft Office and Microsoft excel.

    Terms of Appointment

    This is a Nationally Recruited Staff (NRS) position based at ILRI’s Nairobi campus. It is open to Kenyan nationals only. The position is on a 3-year contract, renewable subject to satisfactory performance and availability of funding.

    Job Level

    This position is job level 2A, level 2, and ILRI offers a competitive salary and benefits package which includes; pension, medical and other insurances for ILRI’s Nationally Recruited Staff.

    Method of Application

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