Johanniter International (JOIN) is a partnership of 16 national charity organisations founded by the Order of St John in Europe and the Middle East, and the 4 Orders of St John in Europe. Member organisations carry out a broad range of activities. However, they have a common purpose in that they work to prevent and respond to emergencies aiming at helping...

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Administrative Officer

Job Type

Full Time

Qualification

BA/BSc/HND

Experience

3 years

Location

Nairobi

Job Field

Administration / Secretarial

Technical Responsibilities

Finance

• Manage the regional cash and bank books.
• Record daily transactions in Cash & Bank books; ensure booking texts comply with financial guidelines and L codes are completed.
• Ensure safe security and perform weekly reconciliations with Regional Finance Coordinator.
• Process payment requests, prepare vouchers, and submit for approval with complete documentation.
• Support monthly closing, bank and cashbook reconciliations; manage cash advances and follow up on expenditures.
• Ensure purchasing procedures are followed; verify RFPs, PAs, NCPs, and payment vouchers are properly authorized.
• Perform scanning and coding of finance vouchers to support month-end closing and ensured accurate documentation on the 4JUH platform.
• File all invoices and financial documents; maintain an organized and up-to-date filing system.

Human Resources

• Inducts new regional staff on admin related procedures and processes
• Disseminates and create awareness of staff guidelines to new regional staff
• Manage all immigration processes for international staff including but not limited to processing of special passes and work permits for international staff in the region
• Coordinate planning of annual leave for national staff of regional office
• Prepare and consolidate the expats payroll for processing of local taxes and other statutory contributions
• Prepare payroll schedules and handover the approved payroll to country office for consolidation of payment of taxes and other contributions

Office management

• Supports regional staff in administrative duties
• Coordinate and process visas for regional office staff and staff traveling to other countries, ensuring timely submission of applications and compliance with immigration requirements
• Supports the procurement and maintain a regularly updated databases on Johanniter shared office services (including TI, electricity, water etc…)
• Confirms that all shared administrative expenses (utilities, telephone, internet etc.) are done through the respective procurement policies and set of required paperwork
• Manages regional office supplies and keep stock record updated.
• Keeps and update tracking sheet for all running contracts for regional office
• Prepares meeting minutes, meeting notes and internal support materials
• Supports with small office and programmatic purchases
• Establishes and maintain a manual and electronic filing/record keeping system for easy storage and retrieval of documents
• Contribute to a motivated, effective and organized working environment
• Support with office and office equipment maintenance

Travels and events

• Scheduling and coordinating appointments and meetings for staff and those for stakeholders
• Organise team travels to the field
• Organise external as well as in-house events
• Support with local, regional and international travel arrangements

Representation, liaison and coordination

• Develops and maintain a good working relationship with stake holders, Government officials, vendors
• Coordinates with other departments ensuring team work to meet set targets
• Performs any other related task assigned by the supervisor or management.

Person Specification

Professional /Qualification

• Bachelor’s Degree in Business administration, Management or any other related field

Experience

• At least 3+ years of work experience in a similar position in Humanitarian Organisation
• CPA level 1 is an added advantage.
• Knowledge of humanitarian principles, core humanitarian standards

• Manage the regional cash and bank books.
• Record daily transactions in Cash & Bank books; ensure booking texts comply with financial guidelines and L codes are completed.
• Ensure safe security and perform weekly reconciliations with Regional Finance Coordinator.
• Process payment requests, prepare vouchers, and submit for approval with complete documentation.
• Support monthly closing, bank and cashbook reconciliations; manage cash advances and follow up on expenditures.
• Ensure purchasing procedures are followed; verify RFPs, PAs, NCPs, and payment vouchers are properly authorized.
• Perform scanning and coding of finance vouchers to support month-end closing and ensured accurate documentation on the 4JUH platform.
• File all invoices and financial documents; maintain an organized and up-to-date filing system.
• Inducts new regional staff on admin related procedures and processes
• Disseminates and create awareness of staff guidelines to new regional staff
• Manage all immigration processes for international staff including but not limited to processing of special passes and work permits for international staff in the region
• Coordinate planning of annual leave for national staff of regional office
• Prepare and consolidate the expats payroll for processing of local taxes and other statutory contributions
• Prepare payroll schedules and handover the approved payroll to country office for consolidation of payment of taxes and other contributions
• Supports regional staff in administrative duties
• Coordinate and process visas for regional office staff and staff traveling to other countries, ensuring timely submission of applications and compliance with immigration requirements
• Supports the procurement and maintain a regularly updated databases on Johanniter shared office services (including TI, electricity, water etc…)
• Confirms that all shared administrative expenses (utilities, telephone, internet etc.) are done through the respective procurement policies and set of required paperwork
• Manages regional office supplies and keep stock record updated.
• Keeps and update tracking sheet for all running contracts for regional office
• Prepares meeting minutes, meeting notes and internal support materials
• Supports with small office and programmatic purchases
• Establishes and maintain a manual and electronic filing/record keeping system for easy storage and retrieval of documents
• Contribute to a motivated, effective and organized working environment
• Support with office and office equipment maintenance
• Scheduling and coordinating appointments and meetings for staff and those for stakeholders
• Organise team travels to the field
• Organise external as well as in-house events
• Support with local, regional and international travel arrangements
• Develops and maintain a good working relationship with stake holders, Government officials, vendors
• Coordinates with other departments ensuring team work to meet set targets
• Performs any other related task assigned by the supervisor or management.

• Cash and bank management
• Financial record keeping
• Payment processing
• Purchasing procedures
• Document filing and organization
• Immigration process management
• Payroll preparation
• Visa coordination
• Procurement support
• Office supply management
• Contract tracking
• Meeting minute preparation
• Record keeping system management
• Office maintenance support
• Appointment and meeting scheduling
• Travel arrangement coordination
• Stakeholder relationship management
• Teamwork and coordination

• Bachelor’s Degree in Business administration, Management or any other related field
• CPA level 1 is an added advantage.
• Knowledge of humanitarian principles, core humanitarian standards