Trade Expo on 26TH – 27TH November 2016

Trade Expo on 26TH – 27TH November 2016

Job Title: Office Administrator

Reports to: Chairman

Direct reports: Interns

2nd reporting line  Placement Committee Chair

Closing Date: 11th April, 2016

 

Job Description

Job Purpose:

Ensure SRA office is run as per the laid down procedures, all statutory and legal requirements are met and the mandate of the SRA office is fully executed.

Duties:

  1. Day to day running of the office
    1. Office opening and closing as well as ensuring office cleanliness
    2. Receiving visitors and guiding them accordingly
    3. Ensure office equipment and internet are working properly and ensure office supplies do not run out
    4. Checking newspapers daily for any information that may affect syokimau
    5. Drafting all communication from the office for the chair’s signature
    6. Under the guidance of SRA ExCom, ensure legal and statutory compliance
  2. Information Management
    1. Receiving / routing or dealing with SRA related communication requests
    2. In liaison with committee secretaries, follow up on all matters required during the week
    3. Following up with relevant government offices and updating relevant committees
  3. Record Keeping
    1. Maintaining both a physical and online data repository for all SRA correspondence (google drive/ dropbox as guided by IT)
    2. Physical records filed in different according to relevance of information and regularly updated
  4. SRA Membership
    1. Follow the recruitment plan put in place by ExCom to ensure stipulated KPI’s are met
    2. Maintain membership data on soft and hard copy in the prescribed format
  5. Committee support
    1. Maintain and file all minutes for all committees and respective resolutions
    2. Provide follow up for all committee activities in liaison with the committee secretaries / chair
    3. Draft petitions to the various government arms and seek signatures from SRA members on various issues as under the guidance of the respective
  1. Book Keeping and accounting
    1. Work closely with Treasury, ensure all receipts are appropriately recorded and track expenses
    2. Ensure all documents are submitted within a week for filling and recording in the SRA books of account
    3. Bank reconciliations
    4. Maintain petty cash and prepare weekly reports for reimbursement
    5. Regular finance reports as per policy
    6. Maintenance and updating on a regular basis the fixed asset register
    7. Project accounting for all SRA initiated projects following the laid down policies
    8. Payment of all Statutory deductions and making returns on time
  2. Human Resource
    1. Staff supervision of all staff based in the office
    2. Overseeing the Internship program in liaison with the placement committee
    3. Ensure compliance with the Employee handbook of the Association
  3. Procurement
    1. Draw up a procurement plan with relevant good procurement practises assisted by the relevant committee
    2. Educate the Committee Team Leaders on the Associations procurement policies and ensure compliance
    3. Carry out procurement actions as per the procurement policy
    4. Maintenance of a supplier database
  4. Project Management
    1. Support relevant committees on the respective projects and events
    2. Draw up an event plan in liaison with relevant committee to provide prompt feedback or follow up
    3. Support relevant committee on the event day by ensuring event runs as planned
    4. File all committee project reports as agreed
  5. Policy and procedures
    1. Draw up all necessary polices for the SRA office in coordination with relevant committees (Administration, Procurement, Finance, Human Resource, etc)
    2. Follow through to ensure that all SRA controls are in place are followed by
    3. Ensure all policies are adhered by all staff and committees under the Association
  6. Any other tasks as directed by Excom

The role can change from time to time depending on the urgent community needs.

Key working relationships:

SRA ExCom, SRA Committee Team Leaders, Syokimau Residents, Government Agencies and Authorities, Syokimau Business community, Syokimau Religious community

Skills/Qualifications:

  • Degree in a community work, project management or related field
  • Advanced knowledge in accounting
  • Customer service training will be an added advantage
  • Strong interpersonal and analytical abilities
  • Computer Literate in MS Office and general IT skills
  • Willingness to work late

Application Details: Location: Syokimau Contract: Full Time

Closing Date: 11th April, 2016

Send CV and application letter only to info@sra.or.ke. Only shortlisted candidates will be contacted.

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