Description

• Support the project accountant in gathering/recording transactional documents required for donor and organizational reporting.
• Support monitoring of project budget and expenses in line with donor and Heifer’s policies and regulations
• Arranging appointments and meetings when requested including managing an active calendar of appointments, composing, and preparing correspondence.
• Overseeing property maintenance and supervising office cleaners to ensure office cleanliness is maintained.
• Assist with the set-up for new staff members to ensure smooth orientation.

• In liaison with the project accountant provide project logistics for internal and external partners towards trainings and other project activities as tasked by the project manager.
• Organize and coordinate meetings, workshops, seminars and learning events.
• Support organization of project review meetings.
• Prepare, manage, and coordinate bookings and travel arrangements for staff and visitors including partner and prospect meetings and conferences for teams.
• Assign and manage vehicle allocations as needed including verification of vehicle mileages and logbooks.
• Prepare timely fuel payments in collaboration with field office assistants and analyze consumption patterns.
• Ensure vehicle incident reports are completed on a timely basis and reported to the relevant senior staff.

• Assist staff when required with creating clear and understandable purchase requests and other documentation.
• Collect quotations and bids from vendors for Purchase Requests as requested and per Heifer International Kenya standards and formats.
• Ensure fair competition and strict adherence to Heifer International Kenya procurement rules regarding vendor relations.
• Maintain up-to-date Heifer International Kenya Procurement data management system.
• Ensure the required documentation of supplies and transactions are completed to Heifer International Kenya standards.
• Manage petty cash issuance and reconciliation as per organization policy.
• Ensure timely and prompt maintenance of office equipment such as photocopiers, scanners, and office facilities including electricity supply, water, and plumbing.
• Prepare invoice payments, including recurring/monthly bills such as security, cleaning services, rent, and stationery, and submit them to finance for settlement.
• Maintain a calendar/tracker for monthly bills and ensure they are settled timely.
• Prepare purchase requisitions for miscellaneous items as needed and assist with the preparation of day-to-day procurement documentation as needed.

• Assist in preparing high-quality monthly reports and share them with the supervisor.
• Ensure that a proper filing system is in place at the project office and that documents and records are properly maintained.
• Effectively manage the store and keep clear records of receipts of items distributed.
• Assist the team to use various office equipment, and software programs and file incoming project documents accurately.
• Responsible for managing stationery and kitchen supplies including issuing, updating records, and replenishing the stock.
• Ensure the inventory is logged, tracked, and updated accordingly, and prepare quarterly reports for submission.
• Updating and maintaining the asset database. Tagging equipment bought, logging it into the system, and tracking issuance to staff.

• Process and manage Farmer Producer Organization payments and reimbursement requests.
• Verify and ensure all necessary documentation is provided and complies with Heifer international policies.
• Track and record reimbursement status and follow up on pending requests.
• Validate payment data for accuracy and completeness.
• Coordinate with the finance department to resolve payment discrepancies.
• Maintain accurate records of all payment transactions and updates.
• Maintain and update participant lists for all project activities.
• Ensure participants’ information is accurate and up to date.
• Manage communications with participants regarding project updates and requirements.

• Coordinate any other necessary administrative and office management needs including maintenance of the premises.

• Excellent organizational, planning, and time management skills.
• Exemplary customer care and administrative skills.
• Excellent interpersonal skills with the ability to work cooperatively, tactfully, and diplomatically with a culturally diverse group of people.
• Strong problem-solving skills and attention to detail.
• Strong English language skills – oral and written.
• Knowledge and experience with word processing, spreadsheets, databases and electronic mail software (Microsoft Office preferred).

• May require constant sitting, and working at a computer for extended periods.
• Ability to establish priorities, perform multiple tasks with minimal supervision and achieve deadlines.
• Ability to perform as an effective team member and work cooperatively with
• Constant telephone, face-to-face, and electronic communication with colleagues and the public.
• Ability to maintain confidentiality and to work with minimal supervision.
• Willingness to work with a flexible schedule.
• Willingness to travel extensively locally.

Deadline for Application: 30th July 2024