Finance and Administrative Assistant at Infectious Diseases Institute (IDI)

Job Expired

General Summary

The position holder will provide finance, administrative and secretarial support to the project office, staff, and to project consultants as appropriate. He/she will participate in drawing of periodic work plans/budgets-in relation to the set targets, account for all the project field funds and ensure proper utilization of project assets and equipment. Develop a database of contact information; maintain distribution lists for various kinds of project communication and schedule all project meetings; attend and take minutes as appropriate.

Key Responsibilities

  • Support day to day project activities in the Districts.
  • Participate in drawing of periodic work plans/budgets-in relation to the set targets.
  • Work with the Districts & project teams to support delivery of comprehensive services.
  • Ensure safe custody and account for all the project field funds and ensure proper utilization of project assets and equipment.
  • Prepare all mobile money requests for payment processing.
  • Develop monthly schedules to allocate use of vehicles.
  • Supervise the Transport Assistants and Office Assistant.
  • Support in the management of project resources such as human resources, finances, vehicles among others.
  • Prepare financial reports on a monthly, quarterly and annual basis.
  • Assist with all aspects of administrative management, directory maintenance, logistics, equipment inventory and storage.
  • Managing inventory of assets and supplies, monitoring critical level of stocks.
  • Coordinating between project operating units in resolving day-to-day administrative and operational problems.
  • Scheduling and coordinating all appointments and meetings both staff and those for other stakeholders as scheduled.
  • Preparing meeting minutes, meeting notes and internal support materials.
  • Manages staff Leave schedules and maintain an updated staff project leave tracker
  • And any other duties as reasonably assigned

Qualifications:

  • An undergraduate degree in accounting, business administration, finance, public administration or other related field.
  • Working Experience and skills
  • Minimum of three years’ experience working in finance in a public, private sector or international NGO environment
  • Working experience in institutional development, project management and conversant working with MOH systems.
  • Experience in managing US government funds (rules and regulations) will be an added advantage

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