NGO Associate Administrator Job

Job Description

Associate Administrator

Location: Nairobi
Industry: NGO
Our client is an international nonprofit organization that works to conserve biodiversity and ensure sustainable livelihoods by transforming land-use practices, business practices and consumer behaviour.

They are seeking to recruit an Associate Administrator to oversee the day-to-day administration of the Kenya field office.

Responsibilities include local compliance administration, financial management, security, procurement and inventory management, and general office administration.

Key Tasks and Responsibilities

Global Administration

• Work closely with the HQ Accounting and Global Administration (compliance administration) teams and in coordination with the legal team as needed to ensure branch / subsidiary meets all compliance requirements including annual filings; this specifically includes preparing data for annual financial accounts, audit and payroll year-end reporting in coordination with the external accountant and coordinate sign off with company Directors;
• Administer local signing authorities matrix, as issued and approved by Finance & Global Administration;

• Oversee general facilities management including leasing, set up and shut down, general administration, reception, transportation, and travel – for primary and, as applicable, satellite offices;
• Ensure an organized, neat office space and also a safe working environment i.e. making sure staff store away confidential information and valuable items such as laptops;
• Handle office-specific contract administration (office lease, equipment lease);
• Develop and manage Nairobi office budget; track and analyze spending using financial software, conduct cost-benefit and feasibility analysis as needed, and produce quarterly activities report for Finance-NY;
• Maintain, inform, and enforce Rainforest Alliance and local Finance & Administration policies & procedures and processes, including internal controls, and serve as information conduit to other units as needed;
• Develop, maintain, update, and communicate office(s) security and emergency plans;
• In close coordination with HQ F&A, administer locally-required liability and vehicle insurance;
• Administer inventory and equipment management and controls;
• Coordinate with local auditors, banks, and insurance brokers as needed;
• Ensure Rainforest Alliance’s procurement guidelines are followed;
• Oversee document management and retention process for Kenya officein accordance with Rainforest Alliance and local policies;

Accounting

• Manage bookkeeping responsibilities for the Kenya office;
• Check and process all consultant expense reports and invoices for East and Southern Africa region, and forward to New York for payment where applicable;
• Assemble and submit monthly reporting of accounting transactions to headquarters in New York;
• Implement payment process for vendors and staff reimbursements, which include reviewing and verifying backup documentation and proper authorizations;
• Process approved payments of expenses and travel advances;
• Track receipts, including checks and wires, and as appropriate, ensure safekeeping and timely deposit of checks into Rainforest Alliance bank account;
• Perform bank reconciliations;
• Maintain accounts database and supporting records; and
• Other duties as assigned

Qualifications and Competences

• Bachelor’s degree in Business Administration or related field;
• 4 years of increasingly complex experience in an operations, procurement or logistics role;
• Professional experience with accounting, forecasting, budgeting, and contractual management; human resources management experience required;
• Solid knowledge of procurement processes and regulations;
• Ability to handle sensitive information confidentially;
• Experience in a global work environment and/or international nonprofit organization preferred;
• Ability to work within a team structure as well as independently, be creative, take initiative, and possess excellent interpersonal communication skills;
• Ability to work in a multicultural, diverse, and highly performance-driven environment; and
• Ability to travel domestically and internationally up to 10% a year.

How to Apply

To apply, send your CV and cover letter to applications@flexi-personnel.com before 29th August 2015. Clearly indicate the position applied for and the minimum salary expectation on the subject line.