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Three (3) vacancies: Local NGO

Three (3) vacancies: Local NGO
Deadline: 10 January 2013

1) Girl Friday

Overall Responsibilities
-    Receives and screens telephone calls
-    Books all outgoing calls for staff and maintain records of calls made
-    Maintains a telephone list of all commonly dialled organisations and numbers
-    Receives and welcome visitors
-    Receives and register incoming mail and promptly direct it to the respective recipients
-    Assists visitors or callers by answering questions or provide information regarding the organization
-    Organises, establishes and maintains good record keeping systems for correspondence, documents, materials or records for an administrative function
-    Attends meetings to record and report proceedings
-    Initiates the buying of stationery, toiletries and office consumables
-    Day to day management of stocks and production of weekly stock reports
-    Regular updating of stock cards
-    Ensures that all offices are kept clean at all times
-    Provides administrative support
-    Performs any other duties, related to the job, as may be assigned from time to time

Minimum Qualifications
-    Diploma in Secretarial Studies OR Equivalent
-    O/A levels
-    Public Relations Course an added advantage

Special skills, mental or personality requirements
-    Proficient Computer skills (Ms Excel, Word, Power Point)
-    Good communication skills (Both written and spoken)
-    Good interpersonal skills and team player

2) Administration Assistant/Caretaker

Overall Responsibilities
-    Undertake caretaking services by safeguarding organisation property and or assets
-    Inform administration department of any lapses in security and make recommendation to improve security at the premises
-    Ensure that unaccompanied workmen are supervised
-    Clean all offices, floors, verandas every morning
-    Draw up and keep to cleaning and premise maintenance schedule
-    Sweep the grounds as may be necessary to ensure that premises are kept clean
-    Weed and maintain grounds, landscape, mow and trim lawns
-    Plant shrubs and flowers and water them at least 3 times a week
-    Maintain a diary of activities for staff on premises after hours and ensure that each member signs this diary on exit from premises
-    Collect mail from Post Office and deliver to other Offices daily
-    Pay month-end bills as required
-    Maintain the vehicle booking book - and advise of any problems
-    To drive colleagues as required
-    Carry out motor vehicle checklists monthly
-    Keep a record of all vehicle log books
-    Advise supervisor on vehicle service
-    To carry out banks runs as specified
-    Make repairs and maintenance to premises and driveways
-    Any other duties that may be assigned from time to time

Minimum Qualifications
-    O levels
-    Clean Class 4 Driver's Licence
-    Defensive Driving Certificate an added advantage
-    Ex Security/ Police / Army training an added advantage

Special skills, mental or personality requirements
-    Good communication skills (Both written and spoken)
-    Good interpersonal skills and team player
-    Pays attention to detail

3) Finance Assistant

Overall Responsibilities
-    Operate and report financial statement and reports through PASTEL accounting software
-    Accurately record daily transactions in cashbook and produce monthly bank reconciliations
-    Handle and disburse cash funds at workshops, and ensure secure custody of cash and timely banking
-    Process payments and prepare payment vouchers for the project
-    Writing and distributing cheques, transfers, RTGS and other payment modes
-    Filing of all project documents, correspondences and payment vouchers
-    Ensure that adequate supporting documentation is obtained after payment is processed
-    Follow up and assess acquittals from staff and partners on outstanding supporting documentation submitted
-    Communicate and follow up with staff and partners on outstanding supporting documentation and acquittals
-    Processing payments and disbursements
-    Maintaining cashbook and monthly reconciliations in Pastel accounting system
-    Filing vouchers and ensuring intactness of all supporting documents
-    Follow-up and review of partner acquittals    
 
Minimum Qualifications and Experience
-    National Diploma, ZAAT, Part CIS
-    Proficient in computer skills (PASTEL, Microsoft Excel, Microsoft Word, Microsoft PowerPoint)
-    Good written and spoken English
-    Good interpersonal skills and team player

 If you are interested and meet the above requirements please send your application letter, detailed CV and copies of your certificates to the following: programs13@hotmail.com

programs13@hotmail.com

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