Administrative Officer Job in Kenya

Strategy and Vision

Actively supports the values of Johanniter and shapes his/her work according to these values
Contributes to the development and implementation of the global strategy of Johanniter International Assistance in his/her area of responsibility
Supports the implementation of the regional strategy in his/her area of responsibility in line with the global JIA strategy

Leadership

Actively lives the Johanniter’s leadership principles by fostering trust, embracing diversity, communicating openly, supporting wellbeing, and taking responsibility to contribute to a positive, inclusive, and adaptable work environment. This is reflected in the day-to-day activities in line with the Code of Conduct and related policies to achieve our goals

Technical Responsibilities

Finance

Manage the regional cash and bank books.
Record daily transactions in Cash & Bank books; ensure booking texts comply with financial guidelines and L codes are completed.
Ensure safe security and perform weekly reconciliations with Regional Finance Coordinator.
Process payment requests, prepare vouchers, and submit for approval with complete documentation.
Support monthly closing, bank and cashbook reconciliations; manage cash advances and follow up on expenditures.
Ensure purchasing procedures are followed; verify RFPs, PAs, NCPs, and payment vouchers are properly authorized.
Perform scanning and coding of finance vouchers to support month-end closing and ensured accurate documentation on the 4JUH platform.
File all invoices and financial documents; maintain an organized and up-to-date filing system.

Human Resources

Inducts new regional staff on admin related procedures and processes
Disseminates and create awareness of staff guidelines to new regional staff
Manage all immigration processes for international staff including but not limited to processing of special passes and work permits for international staff in the region
Coordinate planning of annual leave for national staff of regional office
Prepare and consolidate the expats payroll for processing of local taxes and other statutory contributions
Prepare payroll schedules and handover the approved payroll to country office for consolidation of payment of taxes and other contributions

Office management

Supports regional staff in administrative duties
Coordinate and process visas for regional office staff and staff traveling to other countries, ensuring timely submission of applications and compliance with immigration requirements
Supports the procurement and maintain a regularly updated databases on Johanniter shared office services (including TI, electricity, water etc…)
Confirms that all shared administrative expenses (utilities, telephone, internet etc.) are done through the respective procurement policies and set of required paperwork
Manages regional office supplies and keep stock record updated.
Keeps and update tracking sheet for all running contracts for regional office
Prepares meeting minutes, meeting notes and internal support materials
Supports with small office and programmatic purchases
Establishes and maintain a manual and electronic filing/record keeping system for easy storage and retrieval of documents
Contribute to a motivated, effective and organized working environment
Support with office and office equipment maintenance

Travels and events

Scheduling and coordinating appointments and meetings for staff and those for stakeholders
Organise team travels to the field
Organise external as well as in-house events
Support with local, regional and international travel arrangements

Representation, liaison and coordination

Develops and maintain a good working relationship with stake holders, Government officials, vendors
Coordinates with other departments ensuring team work to meet set targets
Performs any other related task assigned by the supervisor or management.

Person Specification

Professional /Qualification

Bachelor’s Degree in Business administration, Management or any other related field

Experience

At least 3+ years of work experience in a similar position in Humanitarian Organisation
CPA level 1 is an added advantage.
Knowledge of humanitarian principles, core humanitarian standards

Skills

Strong organizational, planning and analytical skills
Working proficiency in English (written and spoken)
High-level knowledge and practice with Word, Excel, Outlook, etc.
Good writing skills
Strong social skills, effective and result oriented style of work
Independent and team player
Ambitious to learn and grow professionally
Structured work mode
Committed to the humanitarian principles, gender equality and social inclusion
Willing and able to work in a multi-cultural team
Ability to work under pressure and in changing environments and to adapt to the complex and stressful working conditions of the area of operations.

How to Apply

Johanniter is an equal opportunity employer that values diversity. Suitable candidates with disabilities are encouraged to apply.

We require background checks (including criminal record and reference checks) to protect the vulnerable and prevent abuse

Applications for this position MUST include the following:

A concise and up to date CV.
A cover letter explaining how you meet the criteria for this position as stated above (no more than 1 page).
Reference contacts (phone numbers and email addresses) of three referees. Please state their working relationship to you, the position you held at the time and the dates you worked together.
Certificates of service from previous Employments.
Applications which do not include all of the above will not be considered.