A
charitable organization focusing primarily on provision of Re-usable
Sanitary Pads to girls to keep them in school, but also addressing
issues to do with male peers, parents and/or guardians is seeking to
urgently fill the following vacancy.
Office Administrator & Finance Assistant
Specific Responsibilities:
1. General Office
Maintain general office systems including filing; coordinate timesheet submission; and photocopy sensitive documents as needed.
Coordinate and prepare mailings, including production, photocopying, assembling, posting and courier/shipping.
Prepare documents, including word-processing, editing, spreadsheets, and data entry.
Organize mail, supplies, storage, and other office facilities.
Assist in the logistics for project and workshop activities
2. Accounting
Ensure an accurate and on time accountancy:
Allocation per donor Accounting codes Budget line
Ensure that all the expenses made are:
Authorised Valid (eligibility of the invoice following donor rules) Properly justified Properly entered in the accountancy (Budget code, accounting code, allocation to donors…)
Ensure the closure of the accountancy every month
Bank reconciliation Cash reconciliation Voucher with invoices Cash book Bank book
Sorting cash & bank books for input to accounting software QuickBooks
Handle office cash
Follow up all advances
Ensure all cash books & bank books are well managed
Follow up on the processing of cheque in terms of authorization and signing by signatories
Supervise the proper filing of all accountancy documents
3. Human Resource
Staff files
- Keeping all the internal regulations and administrative procedures of the mission updated in accordance with organization goals
- Maintaining and updating the national staff personnel files: staff
individual forms, contracts, warning letters, holiday, NSSF, NHIF,
etc...)
- Making sure that job descriptions are updated (in coordination with Country Director), and signed - Ensure validation and support for all recruitment
- Ensure all staff are registered with NSSF, NHIF, PIN
Staff salaries
Ensure that the salary payment is accurate and made on time
Ensure the attendance sheets are well maintained
Ensure that all the legal payments are made
Staff follow up
- Ensure that all staff working for us has a valid contract , with a job description
- Follow up and filling for appraisal
- Lead all processes of warning, dismissal
- Ensure the local working rules are followed
- Ensure the follow up of leave and any kind of absence.
- Labour
legislation – ensure compliance with national legislation (employment
contracts, internal regulations, records of employment taxes and
contributions)
- Ensure all staff have attendance sheets that are accurate
- Follow up of leave and any kind of absence for each staff, maintaining accurate records of the same
REQUIRED PROFILE
Education –University Degree in administration and accounting. Training and experience in Human resources management will be an advantage.
Experience - At least 3 year of experience as an Administrative and Finance Officer - NGO experience mandatory, managing a large team
• Strong administrative, organizational, and written and verbal communication skills.
• Organized and able to work well under pressure. • Ability to carry out work independently, to take initiative, and to use good judgment.
Skills
- Accounting and Finances skills - Strong organizational skills -
Capacity to analyse and prioritise - Attention to details, accurate -
Capacity to work under pressure and to tight deadlines - Computers
skills: Very good knowledge of Microsoft Office and Quickbooks accounting package. • Knowledge of USAID and other similar organizations a plus.
Personal
qualities - Communication and strong interpersonal effectiveness skills
- Self confidence - Team player - Solution oriented.
Apply to swanjiru@huruinternational.org by March 24th, 2012. However due to the urgency to fill the position, short-listing and interviews may be conducted as applications are received.
