LOCATION: Nairobi
DEADLINE: 03 September 2023
Are you looking to provide effective support to a finance and administrative function in a dynamic human rights organisation? If you have the appropriate qualifications/experience as an office admin/finance assistant or providing general administrative roles, Journalists for Justice (JFJ) has the perfect role for you!
ABOUT JFJ
JFJ is a non-profit organization working to advance improved African journalistic capacity for social justice causes and accountability through training and effective online platforms and social media engagement. We call out impunity wherever it occurs; we advocate justice for all victims of atrocity crimes; and we work with people of goodwill everywhere who share our values.
POSITION SUMMARY
The Finance & Admin Assistant will be responsible for managing the office administration functions, collaborating with the Finance & Admin Officer to record and process invoices, purchase orders, and payroll. You’ll also ensure that the office is organized and tidy and managing functions such as coordinating travel arrangements among others.
DUTIES AND RESPONSIBILITIES
The duties and responsibilites are categorised into two: Administrative Tasks and Finance Assistant Tasks
Administration Tasks
- General Administrative tasks
- Ensuring that all team members have a clear understanding and are compliant with the organisation’s administrative systems, policies, and procedures.
- Maintaining comprehensive databases of approved and non-approved suppliers, service providers, office assets, and other resources.
- Monitor the availability of office supplies, equipment, and assets in accordance with established policies and collaborate with the Finance & Admin Officer to categorize items and perform inventory counts twice annually as per requirements.
- Helping and coordinating JFJ’s activities including contributing to the planning and execution of events like team building sessions, staff retreats, and other team-bonding activities.
- Collaborating with the JFJ team to ensure seamless logistics support for events, meetings, workshops, and similar functions and ensuring their smooth execution.
- Working with the Finance & Admin Officer and other departments to ensure smooth hiring and onboarding of new staff and consultants as well as arranging workstations and facilitating all necessary procedures for new members.
- Help manage personnel files, contracts, appraisals, leave days, attendance, and exit processes for all staff and consultants.
- Provide guidance and support to staff and managers on HR issues and best practices to foster a positive and productive work environment for all staff.
- Procurement
- Coordinate and purchase office equipment, office stationery and supplies, and assets for the organisation following the policy and procedures of JFJ.
- Support both national and international travels including booking vehicles and accommodation, buying tickets and travel insurance, arranging visas, etc.
- Help in surveying services that are in great use of the organisation, i.e., stationery, air tickets, insurance, hotels, etc., and negotiating contracts with suppliers on the most cost-effective basis within the landscape area.
- Programme Director Support
- Efficiently manage the program director’s travel arrangements, meetings, and appointments, contributing to their productivity.
- Coordinate and ensure well-organized succession and administration of meetings, maintaining a structured approach.
- Handle correspondence, take dictations, and record minutes, contributing to clear and comprehensive documentation.
Finance Assistant Tasks
- Help in processing expense reports and invoices including verifying receipts and documentation to ensure compliance with JFJ’s policies and procedures.
- Assist in conducting banking activities, including deposits, and withdrawals, and maintaining clear records of these financial transactions.
- Help in monitoring budgetary allocations and expenditures.
- Work closely with the finance department on clearing the invoice from travel agents, suppliers, and insurance companies.
- Collaborate with the Finance & Admin Officer to ensure accurate and timely payroll processing. Help in calculating working hours, leaves, and other payroll-related matters.
- Perform all other tasks assigned.
QUALIFICATIONS
- A bachelor’s degree or diploma in finance, business administration, or related field
- At least 2 years of practical experience in finance and administration roles
- Proficient in Microsoft Office software and its systems.
- Knowledge of accounting principles and practices, budgeting, financial reporting, and auditing is an added advantage.
- Ability to work independently and as part of a team, with strong organizational and communication skills.
- Attention to detail, accuracy, and confidentiality.
HOW TO APPLY
To apply for the Finance & Admin Assistant position, please submit the following documents to [email protected] or [email protected] no later than September 3, 2023.
- Updated CV/resume highlighting relevant education, skills, and experiences.
- A cover letter expressing your interest in the internship, your motivation to work with JFJ, and how your skills align with the position.
In the “SUBJECT” line of your email, please specify the position name you are applying for “ Finance & Admin Assistant”.
JFJ is an equal opportunity employer. All applicants will be considered and receive equal consideration for employment regardless of ethnicity, race, color, religion, sex, national origin, age, disability, or any other characteristic that does not impact the ability to perform the required job duties. Only shortlisted candidates who qualify for the next recruitment stage will be contacted.
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