Summary of responsibilities
Administration
- Assist in organizing official events (workshops, seminars, meetings).
- Prepare payroll for LRP, temporary staff/casual labors and ensure wages are paid on time to all workers
- ICRAF assets, and maintain an accurate asset register
- Provide receptionist services including answering inquiries
- Provide procurement services including preparing request forms, collecting quotations and delivering Purchase Orders
- Assist in overseeing security arrangements of office premises.
Human Resources
- Assist in staff recruitment process, onboarding new staff and processing of work permit/renewal, and separation process.
- Ensure that all the required enrollment documents are received and filled.
- Assist in contract tracking and management for contracts. Reminding teams on contract expiry dates and ensuring that all documentation is provided and fully approved.
- Assist in ensuring timely processing of all contracts i.e., Letters of Appointment, Consultancies; Temporary Contracts; Contract Renewals.
- Assist to process other letters in relation to staff contracts including certificates of service, confirmation letters.
- Maintaining personnel files and updating them with respective letters. provide support on employee relations activities.
- Ensure that all processed contracts are scanned, and hard copies filed on staff respective files and copies shared with payroll staff and other HR staff.
- Assist in the end-to-end separation process, ensuring timely processing of the relevant documents and following up for clearance and submission of all documents in a timely manner.
- Assist in following up that payment remittance is shared by Finance and filed and ensure that the staff file is relocated to the exit cabinet, ready for archiving.
- Assist with administration of pension, medical insurances, workman's compensation and insurance of assets
- Provide support on employee and labour relations activities.
Finance
- Maintain petty cash and disburse as guided by policy on petty cash,
- Assist Finance Officer in preparing financial transactions which include vouchers, Employee Expense Reports, Cash Advances and funds transfers
- Assist in maintaining proper filing system for finance records: invoices, receipts, delivery orders and contracts
Requirements
Requirements
- Degree in Administration or other business-related studies.
- 3 years' experience in Accounting and Administration
- Knowledge of accounting/finance.
- Strong organizational skills and personal attributes of sense of service, responsiveness, efficiency and follow through; high energy level and the ability to perform as an effective team player.
- Excellent command of written and oral English.
- Excellent knowledge of Microsoft Office suite, spreadsheets and databases.
- Team player
- Ability to work with people of different nationalities.
- Personal attributes and competencies:
- Strong organizational skills and personal attributes of sense of service, responsiveness, efficiency and follow through; high energy level and the ability to perform as an effective team player
- Excellent knowledge of Microsoft Office suite, spreadsheets, and databases.
- Team player
- Ability to work with people of different nationalities.
- Strong communications skills
- Attention to detail and ability to notice errors.