UNICEF Administrative Assistants (GS6) Jobs in Kisumu and Lodwar Kenya June 2014
Eastern and Southern Africa Regional Office
Vacancy Announcement “KCO/ADM/2014-017”
Duty Station: Kisumu / Lodwar
Post: Administrative Assistant – GS6
Reference # KCO14052 – Kisumu
Date of Issue: 20 June 2014
Applications are hereby invited from suitably qualified candidates to fill the above Fixed Term position in UNICEF Kenya Country Office (KCO).
Purpose of the Post: Under the direct guidance of the respective Chief Field Office, assists in the Coordination of all Administrative and Financial functions of the Kisumu and Lodwar Zonal offices.
Major Duties and Responsibilities:
1. Manage the admin and finance function of the zonal office.
- Negotiate contracts with local providers of services required by the office. This entails ensuring that all offices services including, telephones, fax, photocopying machines and office equipment are well maintained and are running smoothly at all times.
- Arranging for adequate office space and furniture for staff members and office maintenance services in a timely fashion and supervising the office cleaning services to provide effective operations support to the office.
- Overseeing the security of the office and ensuring that the office has adequate security for the entire building, property and staff in line with organizational policies/procedures.
- In this regard the staff members shall be the focal point for all security issues by liaising with the local UNDSS Field Officer on all security matters including Security Clearances.
- The staff members shall also ensure that the office is MOSS compliant by ensuring that the office is fitted with all MOSS equipment in line with the guidelines.
- Monitor contracts and alert Admin Section for timely renewal and provide feedback as necessary on the admin services availed;
4. Coordinating all Travel requirements for in-coming and out-going staff members, consultant’s bookings for accommodation, arranging for Security Escorts. Where needed, coordinate with Vision Hub to ensure that support is provided to the office staff/consultants;
5. Responsible to the Finance Manager in Nairobi for the banking and cash functions in the office. Maintains the office bank account and liaise with officials of local banks to obtain day-to-day information, and monitors changes in procedures and regulations, and matters pertaining to maintenance of office bank accounts.
Act as office cashier and custodian for the office petty cash, facilitate payments as per the guidance from KCO Finance Unit, ensure adequacy of supporting documents and correct coding, issue payments against approved payment requests. Maintain records pertaining to the petty cash payments with support documents. Coordinate with Finance Section for timely replenishment of petty cash following the defined procedures;
6. Prepares recurring reports as scheduled including the monthly expenditure reports (F149), ensures timely closure of the monthly accounts, ensures required documents and reports are forwarded to the Finance section on a timely basis for on-forwarding to HQ;
7. Provide guidance to staff on admin and finance related issues in line with the policies, supervise drivers and concerned ancillary staff to ensure effective office maintenance and other related admin services, draft correspondence of routine nature. Coordinate with Nairobi and local service providers to ensure timely operational services to the field office to support programme implementation; and
8. Any other tasks as defined by supervisor.
- Completion of secondary education.
- Ability to operate calculator, computer (MS-Office such as Word, Excel and PowerPoint) or other machines used to maintain accounts.
- Additional commercial training in bookkeeping, business or accounting is desirable.
- Six years of general accounting/admin clerical experience.
- Completion of secondary education, preferably supplemented by technical or university courses in a field related to the work of the organization.
- Computer literacy and ability to effectively use standard office software, tools and technologies.
- Fluency in English.
- Knowledge of local language an asset.
- Good supervisory skills
- Good computer literacy especially Excel, Access and other accounting packages.
- Knowledge of Financial investigation skills, analysis and interpretation of figures
- Managing resources as a skill is necessary
- Judgment and analytical skills are required for better decision making
- Good communication skills.
- Diversity and Inclusion
- Communication [Level I]
- Working with People [Level II]
- Drive for Results [Level I]
- Analysing [II]
- Applying Technical Expertise [Level II]
- Following instructions and Procedures [Level II]
- Planning and Organizing [Level II]
The Human Resources Manager
UNICEF Kenya Country Office
Email address: firstname.lastname@example.org