Administrative Assistant

RESPONSIBILITIES:

• Organize and schedule meetings/appointments
• Take accurate minutes of meetings and their distribution
• Compile and generate technical reports
• Manage and follow-up on agreements with partners
• Administering grant applications, reporting and budget reconciliation
• Monitoring the association’s budgets
• Compile annual financial reports and bookkeeping

REQUIRE SKILLS AND QUALIFICATIONS

• Bachelor’s degree and a minimum of two year’s relevant experience.
• Excellent attention to detail and ability to manage multiple ongoing tasks.
• Strong administrative and computer skills (including Microsoft tools).
• Ability to work independently and take initiative in problem-solving.
• Excellent proficiency in written and spoken English and French.
• High degree of multi-tasking and time management capability.
• Ability to be flexible and adaptable in a variety of situations.
• At ease working with people from diverse background and very good intrapersonal skills.

PREFERRED QUALIFICATIONS

• Experience in not-for-profit associations.
• Experience working collaboratively as part of a small team and organization of complex tasks.

Front Office Reception

RESPONSIBILITIES:

Receive Visitors

• Greet visitors appropriately.
• Determine visitor needs in a professional manner.
• Maintain visitor register.
• Offer refreshments to visitors where appropriate direct visitors to correct person.
• Ensure back up when absent from reception desk.

Answer Phone Calls

• Answer and address incoming phone calls in a timely and polite manner.
• Clearly determine the purpose of the call.
• Deal with queries and provide correct information.
• Forward calls to appropriate person.
• Take and deliver messages accurately and completely.

Manage Mail

• Sort and distribute incoming mail.
• Prepare outgoing mail for pick-up or courier.
• Organize courier deliveries.

Monitor Security

• Monitor people coming and going through the reception doors.
• Issue visitor passes where required.
• Be aware of and report suspicious activity.

Financial

• Monitor and record petty cash payments.
• Balance petty cash.
• Prepare travel vouchers.
• Basic cashiering duties.
• Basic bookkeeping duties.

Clerical

• Photocopy and collate documents.
• Fax documents.
• File documents accurately.
• Maintain equipment and report any malfunctions.
• Monitor, control and order office supplies.

Organize Meetings

• Book meeting room.
• Inform participants.
• Set up meeting room with necessary stationary and equipment.
• Organize catering for meeting.

Secretarial Support

• Prepare correspondence and documents.
• Update databases.
• Organize mailings.
• Prepare and maintain spreadsheets.
• Schedule and follow up on appointments.

Reception Area Maintenance

• keep reception area clean and neat.
• maintain and organize reading material.
• Adherence to YSAR values, which are: Optimistic, Engaging, Determined and knowledgeable.

Accounts Manager

RESPONSIBILITIES:

• Prepare the NGOs budget according to the program requirements and staffing numbers,
• Manage the various general funds, the operating funds, and the discretionary spending accounts to budget (meaning no exceeding expenditures above budgetary amounts).
• Keep enough funds available to pay bills and salaries of employees, vendors, and anticipate budgetary needs in the event of unforeseen challenges, environmental crises, and financial problems.
• Prepare the balance sheet, profit and loss statement (income statements), cash flow statements, and statements of owner’s equity.
• Analyze revenue and or receipts from donations.
• Resolve accounting discrepancies.
• Maintain cash receipts, vendor invoices, bank statements and other records of accounts as archives.
• Obtain the requisite skills of computer software and manual filing systems.
• Monitor financial reports against funds available with accuracy and detail.
• Submit timely monthly, quarterly and year-end close reports in the expected manner as per the deadlines and rules of the Nation, Government, State and District bodies.
• Coordinate with the internal and external auditors during audits and prepare financial audit preparation.
• Mentor, coach and develop the intellectual capacity of local staff regarding financial management.
• Analysis to find ways to minimize costs, maximize value and improve client/customer satisfaction, volunteer/employee productivity and morale.
• Demonstrate the benefits of transparent reports.
• Lead and/or assist key stakeholders and board of directors with seeking sources for fund-raising, assisting partners and donors with assessment of and effective utilization of funds.
• Report to board of directors and members of the finance committee.
• Reviewing and scrutinize the expenses while conducting a cost/benefit.
• Adherence to YSAR values, which are: Optimistic, Engaging, Determined and knowledgeable.

Procurement Officer

RESPONSIBILITIES:

• Coordinates and facilitates the procurement requirements of the program office on the basis of the procurement policy guidelines.
• Pre-qualification of suppliers as provided in the procurement policy.
• Compliance with procurement procedures as per Field Operations Manual.
• Procurement committee constitution and TORs.
• Creates purchase orders, ensuring relevant procurement procedures have been applied and all supporting documentation is attached.
• Ensuring that invoices received reconcile to purchase orders and created and matching receipts to purchase orders.
• Ensure three way matching of purchase order, Invoice and GRN and carry out monthly Oracle Purchase Module closing procedures, including month end reconciliations and adjustments Logistics & Administration.
• Liaises with government authorities and NGO’s and provides logistical support in coordinating deliveries of program supplies and in obtaining customs clearance for imported goods.
• Prepared documentation and drafts correspondence for duty and tax exemption certificates and ensures timely submissions to the relevant government authorities.
• Managers the process of applications and renewals of residence permits and Diplomatic ID Cards and airport cards for expatriates as authorized and granted by the government of Kenya.
• Carries out periodic controls to ensure that the filing system are properly used and that documents being regularly filed and easily accessible.
• Carries out periodic controls to ensure that the filing system are properly used and that documents being regularly filed and easily accessible.
• Develops and maintains an archive policy for the regional office based on contractual and legal requirements; supports the country offices to develop and maintain archiving policy.

REQUIRE SKILLS AND QUALIFICATIONS

• University degree in Business Administration or equivalent,
• Diploma in procurement and supply from CIPS.
• A holder of CPA (1) will be an added advantage.
• Computer applications in Excel, Word and in particular Oracle i-Procurement and Oracle Purchasing Module.
• Work experience in in a reputable Organization in a similar or equivalent job for at least five years. Required Skills and Competencies.
• Adaptable, flexible, able to take initiative and prioritize among competing demands.
• A good team player with strong interpersonal skills, outgoing personality, and ability to work independently and effectively under pressure and on strict deadlines and in a multicultural setting.
• Excellent oral and written communications skills in English and Swahili.
• Adherence to YSAR values, which are: Optimistic, Engaging, Determined and knowledgeable.

Financial Manager

RESPONSIBILITIES:

• Collecting, interpreting, and reviewing financial information.
• Predicting future financial trends.
• Reporting to management and stakeholders, and providing advice how the company and future business decisions might be impacted.
• Producing financial reports related to budgets, account payables, account receivables, expenses etc.
• Developing long-term business plans based on these reports.
• Reviewing, monitoring, and managing budgets.
• Developing strategies that work to minimize financial risk.
• Analyzing market trends and competitors.

REQUIRE SKILLS AND QUALIFICATIONS

• An analytical mind.
• Negotiation skills and the ability to develop strong working relationships.
• Commercial and business awareness.
• Good communication skills – both written and verbal.
• A keen eye for detail and desire to probe further into data.
• Ability to stick to time constraints.
• Adherence to YSAR values, which are: Optimistic, Engaging, Determined and knowledgeable.

PREFERRED QUALIFICATIONS

A degree and several years’ experience in the financial field will be required to gain a Finance Manager role. A degree in the following fields will prove particularly advantageous:

• Accountancy or Finance.
• Economics.
• Mathematics.
• Business Studies.
• Management.
• Postgraduate degrees in financial management would also be beneficial for candidates looking to advance their career.

Human Resource Manager

RESPONSIBILITIES:

• Assist in the recruitment and selection of all staff to ensure the compliance of recruitment and selection policies and procedures.
• Monitor the implementation of HR policies and procedures to ensure they are being followed by managers and staff.
• Assist HR Manager in management of staff register.
• Update of all necessary HR systems, policies and procedures to ensure all changes in local labour laws and regulations are reflected.
• Assist in the rollout of the annual performance management exercise and insurance matters.
• Manage the exit and on boarding formalities for all resigned staff.
• Ensure timely notification and updates on confirmations and contract renewals.
• Assist in implementation of training & development initiatives.
• Regular update of all HR related databases, i.e. personnel, training suppliers, HR service providers, jobs and vacancies within the organization’s, reference library of employment law information, etc. and filing system to serve all HRM purposes.
• Act as the backup for the admin executive when she is not in office.
• Perform other duties as required.

REQUIRE SKILLS AND QUALIFICATIONS

• Thorough understanding of Kenya labor and employment laws.
• Ability to work on own initiative with minimum supervision.
• Excellent interpersonal skills and exposure to working within a multi-cultural environment.
• Good oral and written communication skills in English.
• Interest in conservation.
• Adheres to YSAR values which are: Knowledgeable, Optimistic, Determined and Engaging.

PREFERRED QUALIFICATIONS

• Degree or Diploma, with specialization in Human Resources
• 1-2 years of relevant experience.

Store Manager

RESPONSIBILITIES:

• Develop business strategies to raise our customers’ pool, expand store traffic and optimize profitability.
• Meet sales goals by training, motivating, mentoring and providing feedback to sales staff.
• Ensure high levels of customer’s satisfaction through excellent service.
• Complete store administration and ensure compliance with policies and procedures.
• Maintain outstanding store condition and visual merchandising standards.
• Report on buying trends, customer needs, profits etc.
• Propose innovative ideas to increase market share.
• Conduct personnel performance appraisals to assess training needs and build career paths.
• Deal with all issues that arise from staff or customers (complaints, grievances etc.).
• Be a shining example of well behavior and high performance.
• Additional store manager duties as needed.

REQUIRE SKILLS AND QUALIFICATIONS

• Proven successful experience as a retail Store Manager.
• Powerful leading skills and business orientation.
• Customer management skills.
• Strong organizational skills.
• Good communication and interpersonal skills.
• Degree in Business Administration or relevant field.

Operations Manager

RESPONSIBILITIES:

• Ensure all operations are carried on in an appropriate, cost-effective way.
• Improve operational management systems, processes and best practices.
• Purchase materials, plan inventory and oversee warehouse efficiency.
• Help the organization’s processes remain legally compliant.
• Formulate strategic and operational objectives.
• Examine financial data and use them to improve profitability.
• Manage budgets and forecasts.
• Perform quality controls.
• Recruit, train and supervise staff.
• Find ways to increase quality of customer service.

REQUIRE SKILLS AND QUALIFICATIONS

• Proven work experience as Operations Manager or similar role.
• Knowledge of organizational effectiveness and operations management.
• Experience budgeting and forecasting.
• Familiarity with business and financial principles.
• Excellent communication skills.
• Leadership ability.
• Outstanding organizational skills.
• Degree in Business, Operations Management or related field.
• Adherence to YSAR values, which are: Optimistic, Engaging, Determined and knowledgeable.

How to apply:

The successful candidate will join a dedicated team in a pleasant working environment. The position provides an opportunity for professional development in a multicultural and stimulating environment. We offer a salary according to experience.

Please apply and send your CV and cover letter in English (not more than 2 pages) to [email protected]