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Administrative Assistant, Somali Voices

Ad ID
1194049
Posted at
17. Oct, 18:03
Details
Company Industry
NGO
Work Type
Full time
Job Level
Mid level
Minimum Qualification
Diploma
Years Experience
2 years
Application Deadline
2018-12-01
Location
Nairobi CBD Nairobi
Description

Equal Access International (EA) is an international nonprofit organization dedicated to creating positive social change for millions of underserved people across the developing world by providing critically needed information and education. With award-winning expertise in communications for social change, Equal Access combines innovative media programming with direct community engagement activities to inform, educate, and inspire individuals and communities, providing them with the skills and tools they need to improve their lives

Position:

Under direct supervision of the Finance and Operations Manager, the Administrative Assistant will provide operational/financial and administrative services to the project ensuring high quality, accuracy and consistency of work according to EAI rules and regulations.

Reporting & Supervision:

The Administrative Assistant will report to the Finance and Operations Manager based in Nairobi, Kenya

Functions and responsibilities:

Administrative:

  • Assist on all activities carried under the Project;
  • Coordinate administrative activities under the Project;
  • Take care of all arrangements in regard to visit of short- and long-term consultants;
  • Assist in keeping close communication with Project main stakeholders and partners;
  • Make arrangements for meetings, trainings, conferences and workshops;
  • Drafting and registration of in/out business correspondence, faxes and reports, passing them to relevant recipients;
  • Office supplies: ensuring the availability of office supplies and on a daily basis ensuring that the fax machine, printers, copiers have sufficient paper and toner supply. Purchase of office supplies, and other disposals necessary for office operations;
  • Logistics support: registration of foreign/regional advisors/visitors with Kenyan authorities when/if is needed; make hotel reservations; based on the required parameters, search for relevant apartments. If requested by advisors, help to find a cleaning services, determine frequency of their visits and negotiate payment;
  • Prepares detailed cost estimates for planned events;
  • Maintains filing system for project documents and materials;
  • Support the procurement process by soliciting bids and quotes from vendors in adherence with policies & approved requisitions and quarterly procurement plans
  • Monitor, track and expedite all project procurement activities and delivery status of goods/services
  • Gather current pricing information independently
  • Conduct price/cost/reasonability analyses

General Accounting:

  • Verifies vendor invoices for accuracy
  • Verifies accuracy of expenses, and project accounting codes
  • Ensures accurate and timely processing of invoices, advances and reimbursements, checks, and wire transfer payments
  • Ensures request for payments have appropriate approvals
  • Ensures the timely deposit of cash receipts
  • Compiles backup documentation for all project related transactions, and ensures completeness and appropriate review and approvals are documented
  • If applicable, ensures petty cash is maintained according to maximum petty cash policy, and that all petty cash procedures are followed
  • Ensures the safeguard of bank checks, cash receipts, and petty cash
  • Responsible for maintaining file management systems for soft and hard copy documentation
  • Ensures non-billable expenses are thoroughly reviewed and kept to a minimum
  • Perform other related activities requested by the Finance and Operations Manager.

How to Apply

Interested applicants should e-mail a copy of your CV and statement of interest to jobs@equalaccess.org with the reference of the job positions e.g. “Project Director, Somali Voices” in the subject line.

Kenyan and Somali Nationals are strongly encouraged to apply

EAI is an Equal Opportunity Employer.

The Administrative Assistant will provide operational/financial and administrative services to the project ensuring high quality, accuracy and consistency of work according to EAI rules and regulations.

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