Hivos East Africa Administrative Assistant Job in Kenya

Hivos East Africa is looking for an Administrative Assistant to provide administrative support to The Africa Biogas Partnership Programme (ABPP) Team. ABPP aims to establish a domestic biogas sector in six African countries: Burkina Faso, Ethiopia, Kenya, Senegal, Tanzania and Uganda.

In each country a local (government) agency is in charge of programme implementation and partnerships have been created with governments, NGOs, micro-finance and vocational training institutions, etc.

Responsibilities:

Accounting and Finance

• Manage Petty Cash and perform bank reconciliations;
• Assist in providing monthly financial reports and other reports as needed
• Research, price, and purchase office goods and services Prepare and process purchase orders, invoices, manual cheques and contract payments;
• Check travel expense reports for the ABPP Team.

Administrative

• Coordinate and maintain records for staff, managing agendas and timely share monthly/quarterly/annually overviews of due activities to the ABPP team;
• Manage relations with all ABPP programme administration, follow up their response and keep them updated about periodic requirements and other punctual requests;
• Setup and coordinate meetings and conferences (reserve meeting rooms and AV equipment, arrange catering, etc.), accommodation, entertainment arrangements for company visitor, assist with and organise travel arrangements as needed including VISAs
• Arranging appointments & meetings office space, take Minutes at office meetings and meetings with other stakeholders
• General clerical and programme based work.

Support: Performs support tasks for the local Hivos office such as:

• All administrative and secretarial duties as well as various support tasks as given out from time to time.

Personal Competencies and Qualifications

The ideal candidate will have strong interpersonal skills as well as evident planning and organising skills.

S/he enjoys time management and is talented in office administration, enthusiastically supports a team of committed professionals.

S/he is poised and enjoys personal interaction, is well-organised and self-directed as well as comfortable managing multiple priorities.

The candidate will be proficient in Computers (Sage Pastel, MS Office Suite, especially Word and Excel). Bachelor’s degree (in Accounting / Administration) is strongly preferred or comparable work experience. Knowledge of French is a requirement.

This is a full-time position and will be on a one year renewable contract; to start as soon as possible. Hivos is an equal opportunity employer and women are encouraged to apply.

Those meeting the requirements of the above position should submit a motivation letter and CV via email to:

Administrator/Accountant,
HIVOS /ABBP
ACS Plaza, Lenana Road,
P.O. Box 19875 – 00202,
Nairobi.

jobs@hivos.or.ke

So as to reach on or before 06th of September 2011.

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