Vacancy title:
Admin Assistant

Jobs at:
Médecins du Monde

Deadline of this Job:
29 Jun 2018

Duty Station:
Nairobi, Kenya

JOB DETAILS:
- Mission context
Médecins du Monde (MdM – Doctor of the World) is an international humanitarian organisation whose mission is to provide medical care for the most vulnerable populations, the world over, including France. It seeks to stimulate voluntary commitment from doctors, other health care providers, and from those whose expertise in other fields is needed for its activities, to enlist all competent support required for the achievement of its projects, and to seek at all times to encourage close working relationships with populations in its care.
For 20 years, Médecins du Monde has been involved in Harm Reduction, and is recognised for its work in this area, in France and internationally. MdM have stated working in Kenya from 2013. MdM wants to centre its action on groups at high risk of infection, particularly drug users, by allowing them access to harm reduction programmes and adapted HIV and hepatitis prevention and treatment programmes. MdM’s harm reduction project in Kenya aims to strengthen the capacity of Kenyan actors (voluntary organisations, healthcare professionals, etc.) and to become a model project for the country. In the long term, it also aims to support the development of a regional approach, particularly with Tanzania, in order to introduce common training sessions and advocacy activities.
II- Main aims of the post
Under the direct supervision of the Deputy Administrative Coordinator of the Kenya/Somalia mission, the Admin Assistant is assisting him/her with the daily Administration, and the implementation of validation guidelines and procedures.
Supervisor: Deputy Administrative Coordinator
General Objectives of the position
Accounting:
• Process cheque payments for purchases made (suppliers, statutory deductions, office and guest house rent, monthly bills etc)
• Proposing and maintaining administrative tools to track recurrent expenses, refunds
• Checking that all receipts/invoices recorded in the cash book are physically present at the end of the month in the invoice/receipt file
• Filing receipts/invoices and all financial documents in an organized manner
• Prepare copies, validation and certification of the mission’s monthly accountancy (Nairobi and Bosaso).
• Sending accounting and related documents to Head Quarters on monthly basis
• Process statutory deduction & income tax ( NHIF, NSSF).
• Prepares the annual returns to KRA (at Organization level and individual level) for the local staff
• Monitors all different kind of staff leaves and absences in dedicated tool (spreadsheet).
Administrative
• Support programs on training needs (venue booking)
• Facilitate travel arrangements for staff (visa processing, flight booking, accommodation, transport and movement)
• Answer telephone calls, register the messages and pass them on to the people concerned.
• Deal with all correspondence (outward and inward).
• Organize meetings and appointments
• Organize travel / trips of the MDM staff in transit from Paris to the field or from Nairobi to Somalia (plane tickets, accommodation, SRRC pass etc.).
• Deal with visa/residence application procedures for the MDM expatriate staff and Somali staff.
• Preparation of the minutes of team meetings.
• Maintains office directory
• Monitors all different kind of staff leaves and absences in dedicated tool (spreadsheet)
• Support preparation of staff welfare activities
• Sort and record items to be delivered according to the delivery schedules.
• Deliver messages or materials to destinations
• Record information, such as items received and delivered.
• Facilitate simple Office duties like helping in filing, photocopying, moving equipment’s and binding of documents.
• Assist in preparing food, snacks and beverages items for the Office or meetings.
• Manage access control functions by verifying employee identification, issuing visitor passes, and observing and reporting any unusual or suspicious persons or activities.
• Operate Office equipment, such as copiers, or phone systems and arrange for repairs when equipment malfunctions.
• Update minor paperwork and ensure security of Office records, documents and equipment’s.
Supervisory role: Office Cleaner
Professional experience
• Bachelors degree in Business Administration or Diploma in Business Management.
• Previous experience working with International NGO.
• Minimum 3years experience working as Administration Assistant in a busy NGO or organisation.
Skills and qualities required
• Excellent IT skills Excel.
• Ability to synthesize and to manage priorities
• Organizational skills and rigor
• Reactivity, anticipation, adaptability and capacity to take initiatives to changing requirements
• Listening and diplomacy skills
• Good writing and communication skills
• Capacity to work and to live in tense conditions (climate, cultural context, promiscuity, isolation)
• Strong diplomatic, impartial, negotiation and networking skills
Languages
• Fluent English (spoken and written) mandatory

Job application procedure
If you believe you are the ideal candidate we are looking for, please submit your application with a CV and a cover letter stating your current salary and expected salary to the following email address : Adminco.kensom@medecinsdumonde.net  with the title Admin Assistant before 29th June 2018. 5.00pm.