Job Title: Administrative Officer
Hiring Organization: Norwegian
Aid
Location – Locality: Nairobi
Location – Region: Kenya
Industry: NGO
Job Type: Full
Time
Salary: KES
Date Posted: 07/19/2024
Job Summary:
The officer will work with finance officer on
activities related to budgets for new funding, project/project preparation and
submissions, progress reports, developing and planning budgets for each project
strategic area and assists in forecasting future resource needs
The duties and responsibilities of the officer will
entail: –
Track expenditure and prepare timely reports for
submission to Project Manager, PIs, Partners and Donor.
Maintaining an inventory register;
Ensuring assets are insured;
- Ensuring maintenance of office equipment,
facilities and assets,
- Generating reports on operations, maintenance
and utilization of equipment, assets and facilities.
- Recommend approvals of project operating
invoices and vouchers for payment.
- Liaise with finance to ensure funds are
available before processing LPOs and with relevant departments to ensure
Request for Purchases is completed for timely procurement and delivery of
project supplies.
- Maintaining an inventory register and conduct
unannounced inventories inspection to ensure all assets are available and
maintained per schedule.
- Manage office transport system, track vehicle
and motorbike expenses and highlight concerns
- Liaise with Human Resource on hiring and
orientation of project staff.
- Manage timesheet tracker per project and
maintain leave schedules.
- Coordinate archiving of project files.
- Coordinate project meetings and take minutes.
- Facilitate processing of travel requisitions.
- Coordinate clearance of project(s) visitors and
liaise with relevant departments for clearance, work permits, hotel
reservations, ground transportation and office space.
- Prepare welcome packet for visiting scientists.
Person Specification
- For appointment to this grade a candidate must
have:
Key Requirements
- Bachelor’s Degree in Public Administration,
Political Science, Business Administration/ Accounting/ Finance or its
equivalent qualification from a recognized institution;
- Knowledge of administrative, budgetary,
financial, and human resources policies and procedures;
- Have proficiency in computer applications.
Key Skills and Competencies
- Planning skills
- Communication and reporting skills.
- Team player
- Interpersonal skills
- Excellent financial and management skills
- Ability to multi-task and take initiatives with
minimal supervision.
- Ability to work with minimal supervision, within
strict deadlines and flexible to ad-hoc schedules
- Ability to manage complex assignments, plan, and
monitor budget expenditures.
How to Apply;:
All Applications to be sent to Kjoshua@norwegianaid.org by
10th August 2024, only shortlisted candidates will be contacted.
