Summary
Date Posted: Thursday, July 07, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
Project Administrative Assistant
Specific tasks:
Accounting:
• Perform accounting tasks in full adherence to the financial procedures set out in the financial policies and procedures manual
• To ensure that proper accounting records are maintained at the project level. To prepare payment vouchers and other accounting documents.
• To handle and ensure timely replenishment of petty cash.
• To send an accurate and complete set of monthly project accounts to the Finance Manager latest by the 10th of the following month.
• To ensure that all Staff Working Advances (SWA) taken by project staff are accounted for within the stipulated days
• Assist in the project’s budgeting process.
• To maintain an up-to-date, neat and adequate filing system for all accounting and administration documents; ensuring the time it takes for retrieval is kept at a minimum.
• To feed back any pertinent financial management issues to the Finance Manager in Nairobi.

Procurement:
• To ensure strict adherence to the procurement policies and procedures including the thresholds set there in on approvals and purchases.
• In liaison with the project coordinator prepare complete the procurement plan on a quarterly basis and update appropriately.
• Ensure that all office utilities are paid promptly and maintain a rapport with the suppliers and ensure there are no outstanding invoices pending.

Logistics, Communication and Project Administration
• In consultation with the Project Administrative officer in Nairobi, to ensure that office supplies (equipment and stationery) are promptly requisitioned and supplied.
• To handle incoming and outgoing project correspondence (letters and emails, calls). To assist in organising meetings, workshops and conferences.
• To make travel and accommodation arrangements for project staff and visitors. To receive visitors to the office and direct them to the appropriate staff.
• To ensure the project office premises are clean and neat at all times.

Asset and Fleet Management
• To maintain an up-to-date asset register for the Embu office and convey any changes to the Project Administrative Officer on a monthly basis.
• To ensure that all project assets (furniture, equipment, motorbikes and vehicles) are insured, serviced and maintained and to report any defects promptly to the project coordinator.
• To maintain mileage and service records for office vehicles and motorbikes.

M&E data entry
• Collect data provided to him/her by the project officers and also directly from the field from the Village Based Advisors (VBAs): These data include but are not limited to field training forms, VBA and farmer group registration forms, capacity assessment forms and any other field forms
• Properly enter all the data on VBA and farmer groups mapping into the ODK platform Properly file all the VBA mapping and groups’ registration forms, training forms and other related M&E forms.
• All training forms entered into excel and filed according to groups files
• Data cleaning of all the data entered in ODK before submission: to be supervised and approved by the PC.
• Ensure an updated monthly compilation of the demonstrations established done under the AGRA project, Lists of both input and output markets and aggregators working with the project.
• Properly documented and updated monthly information on the farmer’s input
• distributions as done by the project officers and entered all lists into the excel database.
• Assist the PC on specific administrative duties which are aligned to VBA and farmer training and office coordination
• React on and build in the requests from the Farm Africa supervisor

Qualifications
Essential Desirable
• Education, qualifications & other knowledge
• CPA (Part 2 Section 4)
• Projects Management;
• Certificate of good conduct
• Office Administration skills Experience
• at least 2 years of experience in
• project/fund / ngo accounting
• at least 1 years’ experience in procurement
• at least 1 years of experience in
• bookkeeping (preferably quickbooks)
• experience in administrative work">

Job Experience: No Requirements

Work Hours: 8

Level of Education: Bachelor Degree

Job application procedure
If you meet the above requirements for this position, submit your cover letter indicating the title of the position and the expected salary (maximum 1 page) along with an updated CV (maximum 4 pages) with email and telephone contacts of three professional referees addressing to kenyarecruitment@farmafrica.org  with the subject line Project Administrative Assistant before or by 14th July 2022 Only short-listed candidates will be contacted.

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