Admin Assistant Job in Kenya

Position: Administrative Assistant

Location: Nairobi, Kenya

Job description

Are you organised,
self-motivated and detail-orientated?

Code for Africa (CfA)
has an immediate vacancy for a full-time Administrative
Assistant
 to join our Secretariat team.

The position is based at
one of our hubs in Kenya, Nigeria or Senegal. We’re also open to exceptional
applicants from elsewhere in Africa.

Candidates must have
demonstrable experience in accounting and administrative processes.

CfA is a pan-Africa
network of digital democracy labs, registered as a public benefit non-profit
organisation that currently operates in 18 countries. The headquarters are in
South Africa. Our Secretariat team supports the entire organisation and all of
its programmes, overseeing operations and governance, as well as handling all
financial and HR matters.

The successful
candidates will work as part of a multinational and multilingual team that
works across a variety of programmes and projects.

The successful
candidates will join CfA’s core Secretariat team. The Secretariat team is a
small and agile team of experts who are responsible for all operational issues
across CfA’s labs in 18 countries, including ensuring that we help our ~80
full-time staff achieve their best potential.

The administrative
assistant works closely with the Bookkeeper, assisting with their daily
workflow. You will be responsible for a variety of administrative and financial
duties that help ensure the smooth running of the organisation and all of its
programmes. These duties include assisting in the processing of claims and
invoices, ensuring procurement processes are followed and reconciliations.

As part of a
multinational team within a growing organisation, you must be agile and must
thrive in a multicultural environment, and must work easily with people from
different backgrounds who may speak different languages. You will be a digital
native, who instinctively takes initiative, and is happy to juggle several
tasks at a time while still being able to prioritise your own work.

Qualifications

  • 3+
    years relevant experience working as either a financial or administrative
    assistant   

  • High
    school diploma or equivalent

  • Computer
    Literacy (MS Office Intermediate) and experience in or familiarity with
    digital collaboration tools, including Slack, Google Drive, and Trello 

  • Good
    working knowledge of accounting practices.

  • Experience
    working in the technology or non-profit sector

  • Fluency
    in written and spoken English

  • Self-motivated
    and able to work independently

  • An
    eye for detail and superb organisational skills

  • Tertiary
    qualifications in accounting or administrative studies advantageous

  • Knowledge
    of CfA’s two other international languages, French and Arabic, as well as
    major African languages such as Amharic and Kiswahili would be an advantage

  • Experience
    organising events

Responsibilities

  • Financial
    Assistance

    • Assist
      the CfA Bookkeeper in processing of the daily workflow.

    • Assist
      with procurement, ensuring financial policy is met and sufficient
      supporting documentation is attached/shared.

    • Assist
      with the payment process to ensure timeous payments, such as verification
      of invoices, preparation of payment requisitions and ensuring all
      requisitions are signed off by relevant senior staff

    • Correspond
      with vendors, suppliers, fellows, and employees regarding invoices,
      reimbursements, supporting documentation, payments and payment
      remittances to vendors after payment.

    • Following
      up on requests to secretariat finance and third parties to ensure
      payments or receipts are made timeously and correctly.

    • Responsible
      for the control, reconciliation and reimbursement of staff advances,
      travel expenses, petty cash. This includes preparation of petty cash
      claims, internal charges, consultants’ payments, and request journals and
      transfers between running and investment accounts

    • Champion
      the team’s organisational systems, from developing document templates to
      maintaining proper records and paperwork for all financial transactions
      and accounts

    • Assist
      with financial reporting, from compiling supporting documents for
      financial reports to donors to helping the CFO and Bookkeeper with
      completion of the annual organisational financial audit 

  • Administrative
    Assistance

    • Lead
      the financial administrative aspects of all CfA events, such as
      hackathons, conferences, HacksHackersAfrica meetups, strategy meetings,
      web seminars, etc.

    • Administer
      organisational equipment, from managing the lending out and return of
      equipment to managing the organisational asset register and company
      insurance records

    • Ensuring
      that all offices have the necessary supplies and making arrangements for
      anything needed

    • Provide
      general support to CfA fellows, trainers, consultants and visitors as
      needed.

What We Offer:

  • A
    competitive salary, subject to experience, with opportunities for
    performance-based growth, both in terms of career path and public stature.

  • A
    dynamic workplace, with a transnational team, occasional international
    travel, and generous vacation benefits.

  • Ongoing
    opportunities to learn new cutting-edge skills and techniques/technologies
    to future-proof yourself in a rapidly evolving industry.

  • A
    chance to shine on a global stage, writing for international audiences and
    interacting with colleagues around the world.

How to apply

Please fill in this form by 20
February 2021

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