Call for Applications: Office Administrator and Accountant (Short-Term) – Nairobi, Kenya

FAHAMU – Networks for Social Justice is looking for a results driven, self-motivated and analytical individual to fill the position of Office Administrator. Reporting to the Finance Manager, the incumbent will provide support in the finance and administration functions through timely and accurate processing of financial and accounting data and provision of basic reports that support the decision making process.

Key Responsibilities

• Accounting

• · Ensure accurate and timely posting of data into the accounting system i.e. receipts, payments and journals;

• · Processing payments and grants/donations, ensuring accuracy and that all supporting documents are attached and appropriately approved;

• · Continually update the debtors and creditors accounts in the system;

• · Timely and accurate preparation of invoices, debit notes, credit notes as well as filing them appropriately to ensure easy retrieval/reference;

• · Participate in the internal audit reviews as required in accordance with the audit plan through provision of the required information;

• · Maintenance of the stock level records in the system including verification of values, preparing stock reports and participating in stocktaking;

• · Preparing monthly bank reconciliation statements for all the organisation’s bank accounts;

• · Participate in the preparation of year end accounts produce draft accounts for Board review

• · Provide necessary support to other Fahamu offices in UK and Dakar

• · Updating the Asset Register

Administration

• · Reception desk duties: switchboard operation, answering the phone, screening and directing calls;
• · Maintain registers: receiving and sorting incoming mail and deliveries, official documents and staff correspondence;
• · Customer service: offer a friendly reception to all visitors and members of staff entering the office;
• · Clearly disseminate information on the organisation;
• · General administrative/clerical support to the management team – the job holder will also be required to carry out other various administrative duties for the rest of the management team based at the office;
• · Initiate the procurement procedure for all supplies, receive deliveries and keep stock records;
• · Document and conduct follow-up regarding conferences, workshops, seminars and meetings where applicable;
• · Coordination of general maintenance of office equipment- telephones and computers;
• · Any other duties that may be assigned and mutually agreed from time to time.

Program support

• · Periodical financial reports
• · Cash requirements provision
• · Procurement of goods and services
• · Program audits and follow-ups

Allocation of time per task

A general guideline on allocation of tasks to fulfil the above job description is;

• · Accounting –   40%
• · Administration –  20%
• · Program support-  40%

This time apportionment may change from time to time based on the needs of the organisation.

Competencies required

The following skills and abilities are required;

• · Ability to schedule and prioritise work
• · Attention to details
• · Solution oriented
• · Good communication skills
• · Ability to work within a team with good interpersonal skills
• · Ethical and professional behavior

Qualification and skills

• · First degree plus minimum CPA 2.  Previous work experience especially in a busy environment will be an added advantage.

• · Experience in working with accounting software such as SAGE and Quickbooks

Duration of assignment

This assignment is for 5 months starting 1st July 2015.

Application

Please send your application letter and detailed curriculum to info[@]fahamu.org