International Livestock Research Institute (ILRI)
Accounting, Auditing & Finance
Nairobi Full Time
Agriculture, Fishing & Forestry
KSh Confidential
Job Summary
The International Livestock Research Institute (ILRI) seeks to recruit an Administrative and finance Assistant (cashier) to Provide overall day to day secretarial and administrative support to the Officer – Administrative Coordination and to all unit employees.
Minimum Qualification:Diploma
Experience Level:Mid level
Experience Length:2 years
Job Description/Requirements
The International Livestock Research Institute (ILRI) seeks to recruit an Administrative and finance Assistant (cashier) to Provide overall day to day secretarial and administrative support to the Officer – Administrative Coordination and to all unit employees. S/he will be responsible for the daily activities needed to run the IRRI cash offices. Process all cash transactions accurately and efficiently in accordance with established policies and procedures
The International Livestock Research Institute (ILRI) works to improve food and nutrition security and reduce poverty in developing countries through research for efficient, safe and sustainable use of livestock. It is the only one of 15 CGIAR research centres dedicated entirely to animal agriculture research for the developing world. Co-hosted by Kenya and Ethiopia, it has regional and country offices and projects in East, South and Southeast Asia as well as Central, East, Southern and West Africa. www.ilri.org
ILRI hosts the International Rice Research Institute (IRRI) in Nairobi (www.irri.org) with its headquarters in Los Baños, Laguna in the Philippines. IRRI is the world’s premier research organization dedicated to reducing poverty and hunger through rice science; improving the health and welfare of rice farmers and consumers; and protecting the rice-growing environment for future generations.
Key Responsibilities
Purpose
Manage filing and distributing all incoming and outgoing mail/faxes/letters/documents.
Receive incoming mail and invoices and direct them to the appropriate services.
Manage hotel reservations for visitors or staff as needed
Assist with visitors travel arrangements and bookings for flights, accommodation and local transport as requested
Tag assets and make reconciliation
Photocopy and scan documents
Manage meetings and appointments for the regional office and write minutes of the meetings as required
Keep track of basic office supplies by maintaining inventory and assist to order new/additional basic office supplies as needed.
Coordinate and facilitate requests related to IT, work orders, meetings, visit requests and materials for publications
Assist in the application and processing of import and export permits for research and other materials.
Assist in requesting for quotations for supplies and services and preparing bid analyses as required
Assist in onboarding new IRRI Kenya staff
Maintain office petty cash
Process cash advance requests
Keep a cash register, and record all cash in and check outs and the final balance at all times.
Process staff cash advances
Report discrepancies found within the accounts to his/her supervisor
Make the cash reconciliation at the end of each day and produce the report at the end of the month.
Preparation of Cash reconciliation reports
Maintain staff Advance register
Ensure Compliance with expenditure commitment procedures
Engagement
Efficient and effective administrative support for staff and visitors
Ensuring all programs and operations have adequate support needed
Reporting discrepancies s/he find within the accounts to his/her supervisor
Compliance with expenditure commitment procedures
Delivery
Improve efficiency and dealing with a diverse group of callers and visitors at all levels, both internal and external to IRRI, and ensure all are treated in a professional and courteous manner.
Cash reconciliation reports
Advance register well maintained
Perform any other relevant duties as assigned by supervisor from time to time
Requirements
Diploma in relevant field with two years’ experience
knowledge of MS Office (Word, Excel, PowerPoint)
Good oral and written communication skills, communicates status of work regularly and in a timely manner
Must be scrupulously honest and always foster an atmosphere of trust and integrity.
Ability to perform fast, efficient and maintain discretion and confidentiality
Have basic knowledge of accounting
Good interpersonal skills and Good organizational skills
Post location: The position will be based in Nairobi, Kenya
Terms of Appointment
This position is at job level HG 10 and it is only open to Kenyan nationals. The position is a 2-year contract, renewable subject to satisfactory performance and availability of funding. ILRI offers a competitive salary and benefits package which includes pension, medical and other insurances.
How to apply: Applicants should send a cover letter and CV expressing their interest in the position, what they can bring to the role and the names and addresses (including telephone and email) of three referees who are knowledgeable about the candidate’s professional qualifications and work experience to the Director, People and Organizational Development by clicking on the “Apply Now button” tab on or before 20 November 2022. The position title and reference number REF: IRRI/11/2022 should be clearly marked on the subject line of the cover letter.
We thank all applicants for their interest in working for ILRI. Due to the volume of applications, only shortlisted candidates will be contacted.
ILRI does not charge a fee at any stage of the recruitment process (application, interview meeting, processing or training). ILRI also does not concern itself with information on applicants’ bank accounts.
To find out more about ILRI visit our websites at http://www.ilri.org
ILRI is an equal opportunity employer.