OFFICE ADMINISTRATOR- FAHAMU NETWORKS FOR SOCIAL JUSTICE

Fahamu- Networks for Social Justice is looking for a result driven, self-motivated and analytical individual to fill the position of Office Administrator.

Reporting to the Finance Manager, the incumbent will provide support in the finance and administration functions through timely and accurate processing of financial and accounting data



He or she will also provide basic reports that support the decision making process of the organization.



Key Responsibilities



Accounting

Ø     Ensure accurate and timely posting of data into the accounting system i.e. receipts, payments and journals;

Ø     Processing payments and grants/donations, ensuring accuracy and that all supporting documents are attached and appropriately approved;

Ø     Continually update the debtors and creditors accounts in the system;

Ø     Timely and accurate preparation of invoices, debit notes, credit notes as well as filing them appropriately to ensure easy retrieval/reference;

Ø     Participate in the internal audit reviews as required in accordance with the audit plan through provision of the required information;

Ø     Maintenance of the stock level records in the system including verification of values, preparing stock reports and participating in stocktaking;

Ø     Preparing monthly bank reconciliation statements for all the organization’s bank accounts;

Ø     Participate in the preparation of year end accounts;

Ø     Updating the asset register.



Administration

Ø     Reception desk duties: switchboard operation, answering the phone, screening and directing calls;

Ø     Maintain registers: receiving and sorting incoming mail and deliveries, official documents and staff correspondence;

Ø     Customer service: offer a friendly reception to all visitors and members of staff entering the office;

Ø     Able to clearly disseminate information on the organization;

Ø     General administrative/clerical support to the management team – the job holder will also be required to carry out other various administrative duties for the rest of the management team based at the office;

Ø     Initiate the procurement procedure for all supplies, receive deliveries and keep stock records;

Ø     Document and conduct follow-up regarding conferences, workshops, seminars and meetings where applicable;

Ø     Any other duties that may be assigned and mutually agreed from time to time;

Ø     Coordination of general maintenance of office equipment- telephones and computers



Requirements

Ø     Must have attained a Bachelor’s Degree (preferably in a business field) and CPA II with at least two years experience;

Ø     Have excellent communication skills, verbal and written;

Ø     Analytical ability, good organization and problem solving skills;

Ø     Data entry and records maintenance skills;

Ø     Ability to work under pressure and meet tight deadlines;

Ø     Book keeping and accounting qualifications and skills;

Ø     User knowledge of accounting packages especially Pastel;

Ø     Team working skills and attentive to detail.



How to apply:

Send your application including a cover letter indicating your desire to work with Fahamu, a detailed CV highlighting relevant experience, details of current and expected salary, a daytime phone contact, email address, and the names of three professional referees as well as a copy of your degree to: careeroffice@usiu.ac.ke