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

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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.



  • 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.


Deadline: 10-Jan-21




World Vision

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