Job Title: Finance & Administrative Assistant
Hiring
Organization: World Health Organization
Location
– Locality: Nairobi
Location
– Region: Kenya
Industry: Finance
Job
Type: Full Time
Salary: KES
Date
Posted: 08/06/2025
Description of Duties
- The incumbent will perform the following duties:
Admin
- Provide a full range of secretarial services,
ensuring that deadlines are met and correspondence and queries are
responded to in a timely manner. Type and edit technical reports,
documents and presentations in accordance with WHO style, draft general
correspondence on own initiative or upon instructions. Initiate and
process different transactions in GSM, including procurement of goods and
services. Follows up with concerned parties the receipt of deliverables
and finalization of payments;
- Receive, screen and process incoming
correspondence and requests, obtain and attach background information and
forward to the staff concerned; draw their attention to specific
issues/problems as necessary.
- Make necessary arrangements for field visits and
duty travel of team members, consultants and visiting missions, follow up
on ticket and hotel reservations, security clearances, and process travel
requests in GSM.
- Assist in organizing meetings, workshops and
training activities, by typing documents and presentations, sending
letters to participants, photo copying and preparing files; follow up with
logistics units regarding arrangements. Provide secretarial support during
meetings.
- In close coordination with the
Administration/Finance unit, process all requests related to programme
activities, such as procurement of goods and services, DFC, APWs,
fellowships, consultants, etc. obtain necessary approvals and initiate
action in GSM. Follow up with concerned parties the completion of
deliverables and payments.
Finance
- Administer the E-Imprest system. Ensure proper
compliance with financial procedures, systems and internal controls
according to Global Management System (GSM) instructions and WHO rules.
Select and enter data from variety of documents, ensure accuracy in
calculations and attach necessary supporting invoices or receipts of
payments and payment authorizations. Prepare financial tables, special
reports and other ad-hoc reports.
- Initiate, verify and process financial
transactions and payments for WRO office pertaining to staff and non-staff
costs, purchase orders, local purchases, Imprest, DFC’s, GES etc, based on
authorizations received. Monitor Imprest GL’s ensuring accuracy of
financial data, adequacy of supporting documents and maintenance of proper
accounting records. Reconcile country office cash books and justify any
difference in reconciliation; prepare cash counts to reconcile with the
cashbooks on a monthly basis.
- Using GSM, monitor aspects of the implementation
of programme activities according to the approved country workplan. Follow
up on the transfer of program funds and initiate award budgeting in GSM.
Monitor awards expiry dates, alert responsible staff, and initiate action
for expenditure batches. Review and follow up on encumbrances and
unapplied receivable balances, process and monitor revisions of amounts
vis-a-vis award distribution by SO/OWER.
- Replace and assist other colleagues in the team
and perform other related financial and administrative duties as required.
Qualifications
Education
- Essential: Completion of secondary education
supplemented by administrative and/or financial/accounting training
- Desirable: University degree in business
administration, finance, accounting, commerce, social sciences or related
field is an asset.
Experience
- Essential: At least five years’ progressive
administrative experience; including experience in financial/accounting
work.
- Desirable: Relevant experience in the UN system.
How to Apply
