DCA is seeking to recruit a competent and energetic Kenyan National for a position as Operations & Accounts Assistant. The position is based in Nairobi – with some travel to DCA’s offices in Nakuru and Kakuma anticipated – and reports to the Head of Finance and Support Services (HoFSS) based in Nairobi.
The main responsibilities of the Operations and Accounts Assistant are:
Administration
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- Make travel arrangements, such as booking flights, cars, and making hotel reservations.
- Organizing and managing schedules and calendars for senior-level officers
- Reconcile hotel, air tickets & taxi expense reports & requesting for payments.
- Support event planning, including sourcing and booking venues, confirming attendance, and preparing materials.
- General office management duties to support Nairobi team and wider organisation, ensure all office operations bills/invoices are paid on time.
- Ensure functionality of necessary office equipment, repair or replace damaged office equipment.
- Maintain inventory of office supplies and manage re-ordering processes.
- Managing office supplies and ordering new supplies as needed.
- Systematically filing important company documents
Accounts
- Support preparing all the right documentation for payment.
- Confirm shared costs charge codes for all payment requests before sharing with the Accounts Officer
- Assist in processing invoices from suppliers and expense claims.
- Assist filing complete hard and soft copy accounts vouchers.
- Assist with employee expense reimbursement such as airtime.
- Assist in managing and reconciling bank/cash and other balance sheet accounts as well as booking transactions in Maconomy.
- Assists prepare and send monthly cash forecast to Nairobi office.
Procurement & Logistics (ProLog):
- Assist in conducting market surveys when required and give feedback on market trends.
- Assist in ensuring that all procurements are completed on time and updated on DCA’s online system (ADMIND).
- Assist in preparation of project bid advertisements, bidding documents, evaluation reports, requests for proposals for consulting services, draft contracts, and all other procurement cycle activity documents.
- Assist Pro-Log in archiving management.
- Assist in tracking monthly country logistics reports.
- Maintain updated assets register for DCA Kenya assets.
Professional Qualifications:
- Bachelor’s Degree in Business Administration, Social Sciences in any of these fields: Administration, Accounting, Social Studies
- Certified Public Accountant of Kenya (CPA-K) qualification is desirable.
- Knowledge and demonstrated prior experience of administrative, procurement and human resources policies and procedures.
- Good communications skills
- Computer knowledge (Microsoft Office – particularly MS Outlook, Word & Excel, Teams)
- High level of motivation, integrity, and commitment
- Excellent planning and organizational skills, and ability to work with minimal supervision
- Good team player
- Excellent interpersonal skills and ability to manage sensitive and confidential information.
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