Administration Assistant at Medecins du Monde (MdM)

General Objectives of the position

• Accounting:
  • Process cheque payments for purchases made (suppliers, statutory deductions, office and guest house rent, monthly bills etc)
  • Entering accounting data in the monthly ledgers
  • Following up advances in a specific tracking tool
  • Prepare monthly vouchers (original) for Kenya mission
  • Management of the petty cash box
  • Preparation of the fund request for the admin department on a monthly basis
  • Proposing and maintaining administrative tools to track recurrent expenses, refunds
  • Checking that all receipts/invoices recorded in the cash book are physically present at the end of the month in the invoice/receipt file
  • Filing receipts/invoices and all financial documents in an organized manner
  • Prepare copies, validation and certification of the mission’s monthly accountancy (Nairobi and Bosaso).
  • Sending accounting and related documents to Head Quarters on monthly basis
  • Process statutory deduction & income tax (PAYE, NHIF, NSSF).
  • Prepares the annual returns to KRA (at Organization level and individual level) for the local staff
  • Monitors all different kind of staff leaves and absences in dedicated tool (spreadsheet).
  • Make accountancy copies and prepares package for HQ.
• Administrative
  • Support programs on training needs (venue booking)
  • Facilitate travel arrangements for staff (visa processing, flight booking, accommodation, transport and movement)
  • Answer telephone calls, register the messages and pass them on to the people concerned.
  • Deal with all correspondence (outward and inward).
  • Organize meetings and appointments
  • Organize travel / trips of the MDM staff in transit from Paris to the field or from Nairobi to Somalia (plane tickets, accommodation, SRRC pass etc.).
  • Deal with visa/residence application procedures for the MDM expatriate staff and Somali staff.
  • Preparation of the minutes of team meetings.
  • Maintains office directory
  • Monitors all different kind of staff leaves and absences in dedicated tool (spreadsheet)
  • Support preparation of staff welfare activities

Profile of the ideal candidate

Education

Bachelor’s degree in accounting/ finance related field

Professional experience

Previous experience in Humanitarian Sector for 1 year is added advantage

Skills and qualities required

• Excellent IT skills‑Excel
• Knowledge of Saga (appreciated)
• Ability to synthesize and to manage priorities
• Organizational skills and rigor
• Reactivity, anticipation, adaptability and capacity to take initiatives to changing requirements
• Listening and diplomacy skills
• Good writing and communication skills
• Capacity to work and to live in tense conditions (climate, cultural context, promiscuity, isolation)
• Strong diplomatic, impartial, negotiation and networking skills

Languages

Fluent English (spoken and written) mandatory