Administrative Officer at Norwegian Aid
Norwegian Aid
- Kenya
- Permanent
- Full-time
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- Company:
- Location: Kenya
- State:
- Job type: Full-Time
- Job category:
- Track expenditure and prepare timely reports for submission to Project Manager,Partners and Donor.
- Maintaining an inventory register;
- Ensuring assets are insured;
- Ensuring maintenance of office equipment, facilities and assets,
- Generating reports on operations, maintenance and utilization of equipment, assets and facilities.
- Recommend approvals of project operating invoices and vouchers for payment.
- Liaise with finance to ensure funds are available before processing LPOs and with relevant departments to ensure Request for Purchases is completed for timely procurement and delivery of project supplies.
- Maintaining an inventory register and conduct unannounced inventories inspection to ensure all assets are available and maintained per schedule.
- Manage office transport system, track vehicle and motorbike expenses and highlight concerns
- Liaise with Human Resource on hiring and orientation of project staff.
- Manage timesheet tracker per project and maintain leave schedules.
- Coordinate archiving of project files.
- Coordinate project meetings and take minutes.
- Facilitate processing of travel requisitions.
- Coordinate clearance of project(s) visitors and liaise with relevant departments for clearance, work permits, hotel reservations, ground transportation and office space.
- Prepare welcome packet for visiting scientists.
- Person Specification
- For appointment to this grade a candidate must have:
- Bachelor's Degree in Public Administration, Political Science, Business Administration/ Accounting/ Finance or its equivalent qualification from a recognized institution;
- Knowledge of administrative, budgetary, financial, and human resources policies and procedures;
- Have proficiency in computer applications.
- Planning skills
- Communication and reporting skills.
- Team player
- Interpersonal skills
- Excellent financial and management skills
- Ability to multi-task and take initiatives with minimal supervision.
- Ability to work with minimal supervision, within strict deadlines and flexible to ad-hoc schedules
- Ability to manage complex assignments, plan, and monitor budget expenditures.
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