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Title: Program Assistant
Location: Homabay, Kenya
Reports To: Senior Field Accountant
Job Summary
To provide assistant to Finance/Administrative Assistance in administering the finance and administration tasks of EGPAF Field office by providing program/training workshops logistics, accounting and administrative support and in addition, implement administrative procedures to ensure cost effective and timely handling of business administrative issues.
Job Responsibilities
- Receiving invoices from vendors and support in queuing both on SharePoint Invoice Tracker and GPS for payment processing.
- Verification of documentation that support invoices (Signed EGPAF Purchase order, Delivery Note, VAT receipt) to ensure completeness, at the delivery point.
- To provide administrative logistics needed for the management of program trainings, seminars and workshops.
- To aid in handling and management of field office travel and program advances to staff; facilitate hotel bookings, transportation, logistics and other travel needs for field staff, provide logistical and clerical support to the program staff as needed, communicating with program officers on any new developments that might arise when they are out in the field.
- To receive all financial returns from the sites/facilities and field staff and verify that the returns are complete, accurate and timely.
- To ensure timely payments for the participants of trainings via cash or Mpesa as the case may apply.
- To ensure timely processing and reconciliation of Mpesa refreshments payments for all activities that require refreshments.
- Tracking of Activity Requests on SharePoint and liaise with the Program Officer to ensure that the Mpesa liquidation documents submitted via SharePoint meet the required threshold for reimbursement.
- To monitor the use of funds advanced to the sites/facilities for EGPAF supported activities.
- Support weekly scanning for electronic filling and Physical filling of all finance documents.
- Support the Field Accountant during monthly stock-take.
- Any other duties as may be assigned by the supervisor from time to time.
Required Qualifications
- Diploma in a business-related course preferably finance and accounting qualification. CPA Part II is an added advantage.
- Proficient with Microsoft Office applications (Word, Excel, and PowerPoint).
- Fluent in English & Kiswahili.
- Effective verbal and written communication, multitasking, organizational, and prioritization skills.
- Good interpersonal skills.
- Ability to pay attention to detail.
- Flexibility to adapt to changing program requirements.
- Able to work innovatively to address programmatic challenges in a high-pressure environment.
- Self-driven, able to work independently with minimal supervision.
Competencies
The Foundation expects all employees to possess the fundamental competencies of interpersonal skills, communication, accountability, continual learning, and driving results. The ideal candidate will either be proficient or advanced in the following set of competencies, specific to this position’s level of Individual Contributor:
- Problem Solving – Problem solving is a person’s ability to use critical thinking to identify and analyze problems, weigh relevance and accuracy of information, generate and evaluate alternative solutions, and makes recommendations.
- Flexibility – Flexibility is a person’s ability to be open to change and new information and rapidly adapt to new information, changing conditions, or unexpected obstacles.
- Resilience – Resilience is a person’s ability to deal effectively with pressure, remain optimistic and persistent under adversity, and recover quickly from setbacks.
- Time Management – Time management is a person’s ability to effectively manage one’s time and resources to ensure that work is completed efficiently.
The Elizabeth Glaser Pediatric AIDS Foundation (EGPAF) provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, EGPAF complies with applicable state and local laws governing nondiscrimination in employment in every location in which the Foundation has facilities.
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