Administrative Officer – Finance & Support Services
locations Karen, Kenya time type Full time posted on Posted 12 Days Ago job requisition idJR29761
With over 70 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.
Come join our 33,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!
Key Responsibilities:
Administrative Support
- Coordinate administrative support for the Finance & Support services Directorate including but not limited to offering secretariat services, consolidating reports, maintenance of office assets, equipment and maintain adequate supplies/stationary.
- Prepare correspondences and facilitate for signing by the relevant on staff matters; bank, visa, certificate of service, letters.
- Ensure effective and efficient facilitation of departmental meetings, events, activities and Projects.
- Ensure timely disbursement of the Directorate correspondences.
- Ensure provision of excellent front desk services to Directorate visitors.
- Coordinate and ensure timely preparation of monthly, quarterly Directorate reports.
Logistical Support
- Provide Logistical Support for the Finance & Support Services Team.
- Coordinate Air and road travels for the teams including visa applications, airport pickups, transfers and hotel reservations.
- Support in writing of correspondences, sending them out and receiving the same from partners.
- Ensure the Directorate has enough stationery, and the photocopiers printers and scanners are maintained in good condition.
- Receive parcels and allocating them to staff.
Document/Information management
- Develop and maintain a Directorate document management system that ensures safe and orderly custody of information both manually and electronically
- Facilitate FSS document retention and retrieval
- Ensure proper filing of FSS hard and soft copy documents for ease of retrieval.
- Maintain a robust online filing system for all FSS documents for ease of retrieval
- Coordinate document retrieval when needed Maintain an up to date addresses of FSS staff, partners and key contact persons based in other WVI offices.
- Ensure confidentiality of finance records in accordance to WVK polices and the data protection regulations.
- Maintain up to date key Directorate records including, Polices, Business processes, Organizational structures, AOPs, departmental staff data and details etc
Banking Liaison
- Coordinate the opening of new bank accounts and updating of signatories and account closure.
- Organize for periodic meetings between banks and WVK finance leadership to discuss banking issues.
- Proper filing of banking information relating to accounts held, signatories list and Service Level Agreements (SLAs).
- Coordinate trainings by banks on new initiatives and technologies.
- Coordinate follow up with the various banks on any pending issues.
Other Responsibilities
- Attend and actively participate/lead trans teams, group devotions, chapel and other events.
- Coordinate and participate in roll out and implementation of Directorate initiatives
- Participate in committees and taskforces, as assigned
- Perform any other duties assigned from time to time
Knowledge, Skills & Abilities
- Degree in Business Administration or related field
- Business oriented mind set
- Track record demonstrating high integrity, reliable and dependable
- Excellent communication skills
- Networking and influencing skills
- Ability to work with minimal supervision.
- Fluency in English.
- Proficiency in Computer applications (Ms. Excel, Word, Power Point etc)
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