Solidarités International Administrative Assistant Job in Nairobi, Kenya

Administrative Assistant

1 Position

Location: Nairobi, Kenya
 

Duration: 6 months (with extension possibility)
 

Start date: ASAP

Goal / purpose: The Administrative Assistant supports the mission’s coordination of administrative accounting and audits. 

He/She runs the day to day maintenance of the cash box and accounting journals, as well as monitoring, inputting and archiving accounting documents as per the department’s procedures. 

S/He is in charge of his/her cash box security.
 

Line manager: Finance Manager
 

Line report(s): None
 

Main tasks:
 

General duties

• To stay informed on the relevant national legislation (especially concerning Taxes…)

Cash Box and accountancy
 

On a daily basis:

• To be responsible for the cash box management
• To do daily cash box inventories
• To check and file bills according to the procedures
• To enter the accounting in the Solidarités accounting software
• To prepare and do bank payment

On a monthly basis:

• To control the whole accounting: bills, descriptions, accounting code, financial lines, breakdown of running costs etc…
• To do monthly cash inventories, bank reconciliations and closing of the accounting
• To print out the accounting vouchers and do the final filing
• To prepare salaries payment for the staff
• To assist the line manager in case of an audit

Administration

• To ensure the respect of internal regulations regarding salary advance of national staff
• To undertake staff induction and briefing on Solidarites Administrative finance and Per diem guidelines.
• To maintain the finance soft and hard copy files ,
• To respect and follow Solidarités internal rules and procedures at all times

Cashiering

• Establish a statement of needs for liquid assets in consultation with the Administrator
• Carry out withdrawals and payment of advances, in accordance with established procedures
• Keep the advance books and cash journal
• Record budget allocations and accounting codes of the expenses
• Before recording, check that the supporting documents complies with Solidarités International procedures
• Ensure that accounting documenting are translated if necessary
• Convert currencies at the line manager’s request
• Check cash balances daily and report any discrepancies to the line manager
• Archive accounting documents in accordance with Solidarités International procedures, after a final check of supporting documentation
• Ensure cash box security and confidentiality of information

Qualifications and experience required:
 

Qualification:

• Business/Bachelors of Commerce degree is desirable, or a relevant advanced Diploma
• A strong Accounting background
• Member of ICPAK professional or equivalent body a must

Experience:

• 2 years minimum experience in similar capacity with INGOs
• 2 years’ experience in administrative accounting procedures
• Experience in auditing procedures
• Experience working in a cross cultural environment

Person Specification:
 

Skills and competences

• Book keeping and Accounting
• Strong arithmetic accuracy
• High professional integrity
• Hard working under pressure
• A strong team player
• English and Kiswahili oral and written
• Excellent Computer skills (Word, Excel, Outlook and SAGA).

Personality traits

• Good stress resistance
• Keen attention to details
• Rigorous and autonomous
• Calm and diplomatic
• Strong working capacity
• Sense of initiative and autonomy

How to apply:
 

Send a cover letter and CV with 3 referees to the following email address: jobapplication@solidarites-kenya-som.org

Please indicate the job title and location in the email subject line.

Deadline for applications: 13th June 2014. 

Please note that only shortlisted applicants will be contacted for interview.

Solidarités International is an equal opportunity employer