The Vital Signs Administrative and Finance Assistant will work on a part-time basis (4 hours a day) alongside the Vital Signs Africa Field Director, the Vital Signs Technical Coordinator and other relevant colleagues within and outside of CI to provide administrative and financial management support to the project. This includes organizing and providing logistical support for workshops and meetings, travel arrangements and expense reports for Vital Signs staff. The Administrative and Financial Assistant will also assist the AFD to ensure proper management of finances for the Nairobi office. This position will also provide office management support, and will be the contact person for human resource issues.
RESPONSIBILITIES:
Office management:
- Provide office management support for the Nairobi office, including general administrative support.
- Assist with office procurement and keeping office inventory.
- File and record maintenance/documentation; these include memoranda of understanding and agreements with partners and sub-contractors, work plans and terms of references.
Financial Management:
- Assist with local financial management for the Nairobi office, including processing of advances in line with CI policies.
- Submit expenditures and expense reports to CI regularly, ensuring that the reports are accurate and timely.
- Assisting the Vital Signs Africa Field Director in submission of travel advance receipts and filing expense reports.
- Assist in monitoring the schedules for grantees to submit financial reports.
Logistics support:
- Organize and provide logistical support for workshops and meetings taking place in Nairobi and Vital Signs countries, including sending invitations, making accommodation and travel arrangements, and liaising with participants and service providers.
- Organizing travel arrangements for Vital Signs staff in Nairobi and visitors.
- Human Resources support:
- Be the liaison person for human resource issues for the Nairobi office.
- Ensure that employee timesheets, staff evaluation files and relevant correspondence are filled appropriately and on time, and forward for approvals.
- Keep custody and appropriately file staff files, ensuring that they are regularly updated.
Working Conditions:
- This position will be on fixed term basis, initially for 18 months, with the possibility of extension based on satisfactory performance and availability of project funds. The position is on national employment terms and conditions of service. CI offers competitive salary and a collegial and gender-sensitive working environment. Notably, the position requires:
- Possible international travel, mostly in Africa.
- Flexibility to work outside of normal business hours when required
QUALIFICATIONS
Required:
- Diploma in Business/office administration.
- At least one year experience in administration and finance management in a multicultural environment.
- Experience with Microsoft Office (Excel, Word, Powerpoint) and Google Docs
- Creativity and the ability to thrive and succeed in a lean, start-up environment
- Excellent communication skills and attention to details.
Preferred:
- Bachelor's degree in business/office administration, accounting, or project management.
- Familiar with relevant accounting programs, particularly Oracle
- Relevant experience with an international NGO/organization
- Sense of humor, and a good communicator
