Administrative Officer at Kenya Medical Research – KEMRI

Key Responsibilities:

• Track expenditure and prepare timely reports for submission to Project Manager, PIs, Partners and Donor.
• Maintaining an inventory register;
• Ensuring assets are insured;
• Ensuring maintenance office equipment, facilities and assets; and
• Generating reports on operations, maintenance and utilization.
• Review financial and administrative vouchers and monitor MPESA payments.
• Recommend approvals of project operating invoices and vouchers for payment.
• Liaise with finance to ensure funds are available before processing LPOs and with relevant departments to ensure Request for Purchases is completed for timely procurement and delivery of project supplies.
• Maintaining an inventory register and conduct unannounced inventories inspection to ensure all assets are available and maintained per schedule.
• Manage office transport system, track vehicle and motorbike expenses and highlight concerns
• Liaise with Human Resource on hiring and orientation of project staff.
• Manage timesheet tracker per project and maintain leave schedules.
• Coordinate archiving of branch files.
• Coordinate branch meetings and take minutes.
• Facilitate processing of travel requisitions.
• Coordinate clearance of visitors to the branch and liaise with relevant departments for clearance, work permits, hotel reservations, ground transportation and office space.
• Prepare welcome packet for visiting scientists.
• Generating reports on operations, maintenance, and utilization
• Any other related duties as may be assigned from time to time by the immediate supervisor

Vacancy Requirements:

• Bachelor’s Degree in Public Administration, Political Science, Sociology, Business Administration/ Accounting/ Finance or its equivalent qualification from a recognized institution;
• Minimum five years’ experience in Project administration, management, finance, accounting or relatedfield.
• Knowledge of administrative, budgetary, financial, and human resources policies and procedures;
• Have proficiency in computer applications.
• Planning skills
• Communication and reporting skills.
• Team player
• Interpersonal skills
• Strong communication and reporting skills
• Excellent personnel and financial management skills