Job Title: Regional Administration and Finance Officer
Responsible for coordinating regional administration
and finance operations, monitoring expenditure, maintaining accurate records,
and ensuring compliance with organisational policies and donor requirements.
Requires a degree in Finance, Accounting, Business Administration, or a related
field. This is a full-time, on-site position based in Nairobi.
Purpose
Ensuring
the efficient, effective and timely administration and day-to-day running of
the Regional Office. The Regional Admin and Finance Officer shall serve as a
key focal point for practical arrangements for DRC staff, delegates and
visitors, including travel, visas, accommodation, meetings, onboarding and
other administrative requirements. Maintain regular coordination with the Kenya
Red Cross Society (KRCS).
Key
Responsibilities
Administration
& Office Management (30%)
Ensure
implementation of DRC administrative procedures within the Regional Office and
provide guidance to DRC staff on administrative matters, including purchasing,
housing and other relevant policies
Facilitate
the purchasing of office supplies and other routine office requirements
Follow up
on issues related to the regional office driver, vehicle maintenance/repairs
and fuel as neccesary
Carry out
administrative tasks related to filing, documentation and asset management
Assist
DRC staff with scanning, copying and other routine administrative needs
Ensure
that the DRC welcoming note and relevant KRCS security guidance are kept
updated and shared with visitors prior to arrival
Maintain
and regularly update contact lists and holiday planner for DRC staff in Africa
Maintain
and regularly update DRC Africa Regional organogram
Maintain
an updated repository of relevant KRCS administrative and logistics templates,
including requisitions, goods receiving notes, working advance settlements and
cash refund forms
Coordination,
Logistics & Operational Support (20%)
Contribute
to efficient communication, coordination and harmonisation of administrative
processes between the Regional Office and the Kenya Country Office
Support
the planning and follow-up of office, regional office and regional meetings,
including preparation of invitations, agendas, maps and minutes
Liaise
with relevant KRCS colleagues on services provided to DRC staff under the KRCS
service agreement and follow up on outstanding issues
Support
DRC visitors to Kenya with practical arrangements, including visa processes,
accommodation and airport transfers
Coordinate
with KRCS on residence and maintenance-related issues affecting regional office
staff and delegates
Follow up
with KRCS on work permits permits for incoming delegates
Maintain
regular day-to-day communication with the Deputy Head of Region, Regional
Finance Coordinator, DRC delegates and headquarter staff, relevant KRCS
colleagues and visitors to Kenya
Staff
Support and HR (20%)
Provide
practical administrative support to DRC staff and delegates based at or
supported by the Regional Office
Support
incoming staff and delegates with onboarding-related administrative
arrangements, including accommodation, work permits and other practical
requirements (phone, IT equipment) in liaison with HQ Training & Deployment
team and Regional HR Partner
Provide
guidance to staff on relevant administrative policies and procedures
Follow up
on staff-related administrative issues with KRCS and other relevant service
providers
Track
staff leave for the Regional Office
Facilitate
a smooth and consistent administrative experience for DRC staff and visitors
across the Regional Office
Financial
& Compliance Support (15%)
Assist
the Regional Finance Coordinator with filing financial documentation in Atlas
Conduct
the monthly count of Regional Office petty cash together with the Deputy Head
of Region
Assist
the Head of Region in reviewing expenses and travel claims
Assist
with booking Regional Office expenses in KOMPAS
Facilitate
working advances for DRC Regional Office staff upon request
Support
the Regional Finance Manager and Head of Region with routine financial
administration and follow-up
Ensure
that financial and administrative documentation is properly maintained and
available for review
Communication
& Reporting (15
%)
Maintain
effective day-to-day communication with the Deputy Head of Region and Regional
Finance Coordinator.
Coordinate
regularly with DRC delegates and staff under the Regional Office
Liaise
with relevant staff of the KRCS Headquarter regarding services provided under
the KRCS service agreement
Communicate
with DRC visitors to Kenya regarding their administrative and logistical
arrangements
Escalate
administrative, logistical, security or financial issues requiring management
attention to the appropriate focal point
Miscellaneous
(5 %)
Other
duties related to administration, logistics, coordination or financial support
as assigned by the Deputy Head of Region and/or Regional Finance Coordinator.
Qualifications
Education:
Bachelor’s
Degree in business administration, Management, or related area or equivalent
through minimum 5 years of experience
CPA 2
certificate
Experience:
Minimum 4
years relevant working experience in administration
Work
experience with other international organizations, large NGOs and/or
governmental development agencies
Proficient
in Microsoft Office, particularly Outlook, Word and Excel Daily electronic
filing and archiving of financial and administrative files
Knowledge
and Skills:
Accuracy
and fine attention to detail
Fully
computer literate: able to maintain trackers, databases, contact lists and
administrative records, able to manage electronic filing systems and shared
folders, comfortable using online platforms for travel, visas, meetings and
administrative processes, able to quickly learn and use DRC/KRCS digital
systems and tools.
Organized
and self-starter in work prioritizing
Excellent
customer service skills; experience of minimum 2 years in the service industry,
in an administrative position or at a reception
Strong
diplomatic communication skills both written and verbal
Excellent
organization and coordination skills
Ability
to work with tight deadlines and handle multiple tasks
Languages:
Fluently
spoken and written English
Good
command of Swahili
Attitudes:
High
degree of integrity, discretion and personal conduct
Flexible,
self-motivated, proactive with good judgement and initiative
Excellent
interpersonal, verbal and written communication skills
Able to
work in a team and work under minimum supervision
Teamwork,
national society relations, communications and professionalism
