Admin & Finance Locum at Feed the Children

Position Purpose

The main objective is to serve as the initial point of contact for the organization, ensuring excellent reception that leaves a positive and lasting impression on both internal and external customers. Additionally, responsible for efficiently managing the storeroom, including receiving goods, issuing them to departments, maintaining accurate inventory records, and ensuring the stores remain organized.

Key Responsibilities

Administrative Support:

• Manage incoming mail and phone calls, directing them to the respective officers. This includes sending parcels to field offices.
• Greet and assist all visitors, maintaining a record of their visits.
• Operate the telephone switchboard and mobile connections, routing calls to the appropriate officers.
• Assist in booking air tickets and handling travel arrangements.
• Coordinate reservations for the FEED Board Room(s), catering services, and external meeting facilities.
• Handle petty cash and purchase requests for Admin and IT departments.
• Receive and direct field requests, information, and parcels to the appropriate staff.
• Report all repairs and breakages to the operations department promptly.
• Coordinate with outsourced cleaners and guards for office hygiene and security tasks.

Store Management:

• Receive, record, and store requested items in the storeroom.
• Monitor material and supply usage, employing proper storage practices to prevent spoilage or expiration.
• Maintain accurate and up-to-date inventory records, in-kind donations, and supply requests.
• Facilitate regular inventory stocktakes in the Gigiri office stores.
• Prepare monthly reports on store stock movement and alert the Operations Director to stock requiring re-ordering.

Finance:

• Maintain accurate inventory records in the system.
• Scan finance documents and post them in SharePoint for approval.
• Handle finance document filing.
• Responsible for submitting NHIF & NSSF payments.
• Manage petty cash and perform analysis.
• Share remittance advice with the supply chain for vendor payments.
• Ensure all payments shared with finance are processed timely, following up on payment requests for timely authorization.

Minimum Qualifications:

• Bachelor’s degree in business administration, business management, or a related field.
• 2 years of relevant experience in Administration and Finance, preferably in an NGO.
• Proficiency in office equipment use, including photocopiers, scanners, projectors, etc.
• Strong communication and interpersonal skills.
• Professional experience operating a telephone switchboard and handling flight bookings.
• Current Certificate of Good Conduct/Police Clearance.
• Understanding and ability to promote Child Protection Policies.

Desired Attributes

• Organized, methodical, and detail-oriented.
• Honest with a high level of integrity.

Method of Application

If you meet the above requirements, please send your application and CV to: HR-Kenya@feedthechildren.org by October 5, 2023.