Finance and Administrative Assistant

Scope of Work

Specific Responsibilities

• Accounting and Finance:

Assembling and preliminary checking of payment requisitions/invoices and other documents.
b) Timely preparation of bills in ERP (Odoo) system
c) Ensure that all transactions are charged to the right project, donor and account code.
d) Ensure that payments are duly acknowledged by all beneficiaries.
e) Maintain proper filing of all the relevant payment documents for ease of future reference.
f) Reviewing staff accountabilities and recommending them to the accountant for approval.
g) Ensuring that all accountabilities are attached in ERP (Odoo) system.
h) Supporting the Accountant in reconciling staff travel advance accounts, bank accounts and all other balance sheet accounts.
i) Maintain the travel advance monitoring register to ensure advances are accounted for as per the guidelines set.
j) Ensuring that all transactions made during the week are fully entered into the accounting system within the week.
k) Maintaining and continuously updating the inventory register of the Trust 

• Administration:

Front Office management
i) Maintain the general filing system and file all correspondence (Service Providers, Administration and Projects)
ii) Respond to public inquiries
iii) Enhance the corporate image of Kilimo Trust through proper organization of the front office desk and office surroundings.
iv) Ensure that the KT office is open and closed daily.

• General Administration:

i) Management of office administration, including office running costs, logistics, security, information management, Asset, record management and procurement.
ii) Make logistical arrangements including flights reservations, hotel and vehicle arrangements for staff, visitors/partners, donors, consultants, volunteers, and interns.
iii) Prepare correspondence and memos to staff in relation to the office operations.
iv) Prepare budgets for administration related activities and assist in monitoring it to ensure no over-expenditures
v) Responsible for organizing events and making relevant logistical arrangements
vi) Oversee the maintenance, repair, and cleanliness of the office premises, ensuring that any maintenance needed is dealt with.
vii) Ensure all assets are well managed, secured and maintained at the office location.

• Basic IT Support:

i) Responsible for receiving all IT related issues and forwarding them to the respective Service Providers
ii) Maintain a database of all IT problems and ensure they are successfully completed/ solved and closed in time by the Service Provider.

• Procurement:

i) Provide support in procurement of goods and services for the Trust including stationery for country office.
ii) Coordinate procurement of goods and services while ensuring value for money
iii) Monitor of the procurement plan and ensure timely purchasing of assets and different equipment
iv) Manage the prequalification process and manage the database for the prequalified service providers
v) Manage the contracts and the relationship for the different service providers

 Qualifications:       

• A graduate with a Bachelor's degree in accounting, business, finance or other relevant discipline 

• Part II qualification in professional accounting qualifications such as CPA or ACCA. is an added advantage 

• A minimum of Two years’ experience doing Finance, Accounting and Administration work

 Technical Competence Requirements:     

• Hands-on experience in the use of spreadsheet

• Understanding the application, the generally accepted accounting principles, and Financial Reporting Standards

• Ability to Prepare financial statements & financial reports

• Skills in Basic Accounting and bookkeeping 

• Ability to maintain strict confidentiality in performing different duties 

• Experience in general Office Administration 

• Be honest and trustworthy
  

If you are the right candidate, please send your application letter plus the following:

An up-to-date CV, highlighting relevant skills and experience (presented in relation to each of the Responsibilities and each of the experience areas listed above).

The names and contacts of three referees, and a daytime contact telephone number of each of them.

Copies of Academic Certificate and Transcripts for O’ level, A’ level – where applicable, Under-Graduate and Post-Graduate qualifications

The names and contacts of your immediate supervisor(s) in the current job and two of your immediate previous jobs.

Your daytime contact telephone number; and A statement and proof of the current remuneration package

Deadline: Friday, 6th December, 2024.

Only shortlisted candidates will be contacted