Admin Locum at Feed the Children Jobs In Kenya
BRIEF DESCRIPTION OF WORK TO BE DONE:
The Locum supports the critical cross cutting duties across the Admin, Finance and Procurement departments. She/he will report to the Senior Finance Officer with a dotted line to the Human Resource Business Partner; but will also work very closely with the Procurement Coordinator.
DURATION OF CONTRACT:
The initial contract will be for three (3) Months; and may be extended for another three (3) depending on performance and availability of funds. The maximum duration for the Locum contract is 6 months.
- Admin duties:
- Manage the reception office, receive all calls and direct them to the relevant staff; receive visitors; receive all mails and re-route them accordingly.
- Support preparation for internal meetings, and record minutes as required.
- Organize event logistics and coordinate hotel accommodations, event venues, flights, and local transportation reservations for FEED employees and program participants.
- Follow up on NTSA inspection requirements for all FEED vehicles.
- Finance duties:
- Manage daily petty cash transactions and prepare monthly petty cash reports.
- Prepare all withholding VAT payments before the due date.
- Upload proof of payment to the procurement system
- Support monthly submission of statutory deductions to NHIF, NITA, NSSF, etc.
- Review invoices for the operations department and raise payments.
- Inventory management- keep the records accurate.
- Assist in filing finance documents.
- Assist in audit procedures as and when needed.
- Procurement duties:
- Send RFQs to vendors and follow up to ensure timely submission to the Procurement email.
- Maintain and monitor stock levels regularly; issue stocks against approved store requisitions and continuously update departments on stock/procurement status.
- Assist in prompt and timely expediting of orders with the aim of reduced turnaround.
- Assist the users in receiving, inspecting, and issuing stocks in line with quality standards.
- Dispatch goods procured in Gigiri to the relevant field offices.
- Process Lease Purchase Orders and Non-Lease Purchase Orders payments in the system.
- General:
- Any other duties that may be assigned from time to time.
Desired person
We are looking for a skilled and experienced candidate with at least two (2) years’ work experience in supporting the three departments; Admin, Finance and Procurement, preferably in a large organization. She/he must be able to process all statutory deductions and make timely payments to the relevant government authorities. They will be held accountable for any delayed payments. The Locum must be flexible and able to multi-task seamlessly across the three departments.
Minimum Qualifications:
- Bachelor’s in Business administration, Business management or related field.
- At least 2 years relevant experience in Administration, Finance and Procurement preferably in NGO.
- Excellent experience in use of office equipment including Photocopier, Scanner, Projector etc.
- Excellent Communication and interpersonal skills.
- Professional experience of operating telephone switchboard and handling flight bookings
- Current Certificate of good conduct/Police clearance.
- Understanding and ability to promote Child Protection Policies.
- Should be organized, methodical and keen to detail
- Should be Honest with high level of integrity.