Office Assistant

Company FSD Africa (FSDA)
Reference # 2112017
Published 02/11/2017
Contract Type Permanent
Location Nairobi, Nairobi, Kenya
Reporting to the Project Co-ordinator (PC), and working as a core member of the Operations team alongside the Chief Operating Officer (COO) and Finance Manager (FM) the Office Assistant will support the team in managing and overseeing the administrative aspects of FSDA’s programme.
Job Functions Administration
Industries Financial Services,Ngo / Non-Profit
Key responsibilities:
The scope of work encompasses the following areas but is not limited to the activities specified (additional tasks may be requested from time to time):

Office management - office resources, logistics, communications, HR support
•Ensure that FSDA’s physical front office is always manned during normal office hours
•Screen calls and direct as necessary, routing enquiries to the relevant member of staff
•Ensure the office infrastructure is maintained so as to be able to provide all required services to staff (including office supplies, maintenance of office equipment, cleaning, refreshments, transportation etc.)
•Handle local and international travel requirements (travel, accommodation, visa, taxis), process advance requests and travel claims
•Arrange and handle support for meetings and workshops within or outside ensuring the selected facilities have adequate and necessary facilities
•Assist the team in handling presentations and formatting documents as requested
•Arrange interviews for short-listed candidates as directed by the OM
•Update the leave schedule and where required track leave against the leave tracking sheet

•Source quotations for goods and services
•Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
•Develop procurement estimates and raise payment authorisations where required
•Issuing of notices/advertisements requesting expression of interest (EoIs) for goods and services an in conjunction with the OM, undertake initial assessment of EoIs
•Contribute to timely processing of payments by raising contracts or grant payment authorisation forms and ensuring all the requisite documents are forwarded to the finance team for processing

Financial management
•Manage petty cash float in accordance with the policies and procedures and ensure that there is always adequate cash to meet petty expenses
•Scrutinise all petty cash requests and claims to ensure that they have been properly authorised and that expenses incurred are acceptable and in line with the FSDA policies and procedures
•Perform monthly petty cash reconciliations and ensure that these are reviewed and authorised

Record keeping
•Manage the maintenance of the paper-based record system ensuring that FSDA retains all documents in a paper form as required for conformance with legal, regulatory or contractual obligations
•Ensure server back-up schedule is implemented correctly and stored off-site where applicable
•Day-to-day liaison with FSDA’s IT service provider
•Maintain the asset register and track location of all FSDA assets
Background and qualifications

•Relevant experience and professional qualifications ((e.g. business administration, facilities management)
•Proven, strong organisational skills, including the ability to self-start, prioritise and proactively respond to evolving/ unfolding demands
•Experience in managing processes and analysing information
•Demonstrable strong customer focus
•Excellent communication skills (written and spoken); able to interact with both senior and junior stakeholders both internally and externally
•Excellent knowledge of Microsoft Office applications

Personal qualities

•Principled and rigorous
•Attentive to detail
•Efficient and energetic
•Able to focus on and deliver on multiple projects at any one time
•Reliable: able to take responsibility and exercise it well
•A responsible and trustworthy attitude, especially as regards finance and commercial confidentiality

FSDA is an equal opportunities employer.
Job Closing Date 01/12/2017
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