Office Assistant Job in Kenya

 Closing
date: November
5, 2021

Job Title: Office
Assistant

Organisation: Self Help Africa

Department: Finance and
Administration

Location: Baringo County
(Marigat Town)

Salary: Ksh622,252

Benefits: 22 days annual
leave, Medical Insurance (self+spouse+4children maximum, 25% leave allowance
and 10% Employer pension contribution

Reports to: Administration
& Logistics Officer

Expected Travel: Minimum
travel will be required

About Self Help Africa:

Self
Help Africa (SHA) is an international NGO dedicated to the vision of an
economically thriving and resilient rural Africa. We have 50 years of
experience working with smallholder farmers, farmer associations, cooperatives
and agribusinesses across Africa to help farmers grow and sell more food,
improve diets, diversify incomes and make their livelihoods more sustainable
and resilient to external shocks. SHA also builds awareness of issues affecting
smallholders and represent their interests at policy and institutional level.

SHA
is a core member of The Gorta Group which is composed of a group of innovative
organizations driving sustainable economic and social change across Africa.
Comprising Self Help Africa, Partner Africa and TruTrade, the Gorta Group
combines expertise in market-based solutions to poverty and rural development;
climate change mitigation and resilience; trade facilitation and farmer and
worker rights; underpinned by an inclusive ethos that specifically targets
women and youth. In August 2021, United Purpose joined the Gorta Group, which
operates as Self Help Africa (SHA), bringing together two organizations with
proud histories of assisting those in greatest need. United Purpose, formerly
Concern Universal, has worked for more than 40 years as a leader in
community-led development and grassroots innovation. SHA now has over 700 staff
worldwide, as a result of the merger, and a global turnover of over €40m. We
are currently implementing a portfolio of 80 projects in Bangladesh, Brazil,
Burkina Faso, Democratic Republic of Congo, Eritrea, Ethiopia, Kenya, Malawi,
Mozambique, Uganda and Zambia funded by a variety of institutional and private
donors including the European Union, Irish Aid and World Food Programme. In
2020, we supported close to eight million people in rural communities across
sub-Saharan Africa, Brazil and Bangladesh.

Job Purpose:

The
job holder will be responsible and accountable for managing all administrative
and finance related activities of the Marigat office.

Key Responsibilities:

ADMINISTRATION

• Organize for meetings in the office and those at
  conference facilities


• Take minutes in working group meetings


• Ensure the security of the office by being in charge
  of opening and closing of the office


• Sourcing of quotations for programme needs, office
  items and other items


• Ensure that different services rendered are
  appropriate and report on their status


• Ensure that the office cleaning is done
  appropriately and on time


• Ensure that the Monday staff refreshments are made
  available


• Ensure that staff airtime is distributed on time to
  the respective staff


• Maintain the office petty cash and account to Head
  office when it is utilised


• Manage the use of office stationery

FINANCE

• Maintain the records of all office assets and
  inventory/supplies and ensure that they are adequately secured and
  allocated as directed by the Administration & Logistics Officer.


• Conduct a quarterly physical fixed assets
  verification on all assets held in the Marigat office and prepare a report
  that should be submitted to the Administration & Logistics Officer.


• Assist the finance team with partner financial
  monitoring, when called upon to do so


• Ensure that the payments to the various service
  providers are done on time, such as Internet, Utilities, Security,
  Newspapers, Rentokil and Rent

LOGISTICS

• In liaison with the Administration & Logistics
  Officer coordinate logistics for staff visiting the project(s)


• Ensure secure and appropriate parking is secured for
  office vehicles


• Participate in distribution of various procurements
  (e.g. seedlings, food stuff, assets, animals etc) when called upon

SAFETY AND SECURITY

• In liaison with the Programme Manager, participate
  and disseminate security updates from the County Steering Committee to the
  team in a timely manner


• Ensure that C19 Contact tracing is done a weekly
  basis and update the Administration & Logistics Officer.


• Any other duties as periodically assigned by the
  line manager

Key Relationships:

Internal

• Project Accountant(s) and Finance Officer


• Head of Finance and Administration


• HR Manager


• All Programme Staff

External

Partner
organisations

Qualifications and Experience:

• Diploma or a Degree in Business Administration or
  its equivalent from a recognized institution


• Proficiency in MS Word, Excel and Outlook,


• 1-year proven experience in office management with
  an INGO


• Basic knowledge of financial processes / bookkeeping
  an added advantage

How
to Apply

For more information
about how to apply and to download a copy of the Job Description, please visit
our website: https://selfhelpafrica.org/ie/office-assistant_baringo/