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.


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