World Vision – Administrative Officer- Finance & Support Services, Nairobi.

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Please Note that you will be required to have a current (within 3 months) Original Police Clearance as part of the selection process.

Job Title : Administrative Officer- Finance & Support Services (1 Position)

Reporting to : Director- Finance & Support Services

Grade Level : 13

Work Location : Nairobi

Purpose of Position

To provide timely and quality administrative support to the Finance & Support Services Directorate in enabling the teams achieve the goal and objectives effectively and efficiently

 

Major Responsibilities

Administrative Support 40%

• Coordinate administrative support for the Finance & Support services Directorate including but not limited to offering secretariat services, consolidating reports, maintenance of office assets, equipment and maintain adequate supplies/stationary

• Prepare correspondences and facilitate for signing by the relevant on staff matters; bank, visa, certificate of service, letters.

• Ensure effective and efficient facilitation of departmental meetings, events, activities and projects

• Ensure timely disbursement of the Directorate correspondences.

• Ensure provision of excellent front desk services to Directorate visitors.

• Coordinate and ensure timely preparation of monthly, quarterly Directorate reports

 

Logistical Support 30%

• Provide Logistical Support for the Finance & Support Services Team

• Coordinate Air and road travels for the teams including visa applications, airport pickups, transfers and hotel reservations.

• Support in writing of correspondences, sending them out and receiving the same from partners.

• Ensure the Directorate has enough stationery, and the photocopiers printers and scanners are maintained in good condition.

• Receive parcels and allocating them to staff

 

Document / Information management 20%

• Develop and maintain a Directorate document management system that ensures safe and orderly custody of information both manually and electronically

• Facilitate FSS document retention and retrieval

• Ensure proper filing of FSS hard and soft copy documents for ease of retrieval.

• Maintain a robust online filing system for all FSS documents for ease of retrieval

• Coordinate document retrieval when needed Maintain an up to date addresses of FSS staff, partners and key contact persons based in other WVI offices.

• Ensure confidentiality of finance records in accordance to WVK polices and the data protection regulations.

• Maintain up to date key Directorate records including, Polices, Business processes, Organizational structures, AOPs, departmental staff data and details etc

 

Banking Liaison15%

• Coordinate the opening of new bank accounts and updating of signatories and account closure.

• Organize for periodic meetings between banks and WVK finance leadership to discuss banking issues.

• Proper filing of banking information relating to accounts held, signatories list and Service Level Agreements (SLAs).

• Coordinate trainings by banks on new initiatives and technologies.

• Coordinate follow up with the various banks on any pending issues.

 

Others

• Attend and actively participate/lead trans teams, group devotions, chapel and other events.

• Coordinate and participate in roll out and implementation of Directorate initiatives

• Participate in committees and taskforces, as assigned

• Perform any other duties assigned from time to time.

 

Knowledge, Skills and Abilities

• Degree in Business Administration or related field form a recognized university

• Minimum of 3 years’ experience in offering administrative support.

• Proficiency in Computer applications (Excel, Word, Power point etc)

• Excellent verbal and written communication skills, good interpersonal and relational skills.

• Very organized

• Excellent team player

• Highly motivated, self-driven, keen on details and willingness to learn.

• The holder of this position must be results orientated and focused individual who is able to work under minimum supervision

• Must be a committed Christian, able to stand above denominational diversities.

APPLY

Deadline: 10-Jan-21

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