A.

Acting Head Of Admin and Human Resource ( Finance Officer)

Responsibilities:

1. Provide strategic leadership and direction for the organization's administrative and HR
functions, as well as finance oversight.
2. Develop and implement policies and procedures for HR, administration, and procurement,
ensuring compliance.
3. Oversee employee welfare and liaise with administrative personnel on related matters.
4. Collaborate with departmental heads to resolve field-related issues, including disciplinary
matters, and propose appropriate solutions.
5. Carry out HR roles, including timesheet approvals and leave form tracking, while also
managing discipline and policy compliance.
6. Work with the Nairobi office to ensure the department's full development and alignment
with organizational goals.

B. Administrative Assistant (Queen)

Responsibilities:

Procurement and Logistics:

1. Manage detailed purchase requests, ensuring accuracy and compliance with procurement
policies and procedures.
2. Check receipts, compare quotations, and verify invoices for accuracy and compliance.
3. Review incoming requests for alignment with organizational operational objectives, and
coordinate approvals with relevant departments.
4. Collaborate with departmental heads to ensure financial oversight and reporting align with
the budget.
5. Coordinate with the logistics team to ensure costed work plans are executed on schedule
and within budget.
6. Evaluate and prequalify hotels and venues for organizational needs, ensuring quality and
cost-effectiveness.
7. Coordinate transportation arrangements as needed, striving for timely and cost-efficient
solutions.
8. Consolidate and follow up on organizational contracts with third parties for all districts.

Administrative Support:

1. Plan and organize logistics and schedules for HQ visitors (donors and support staff within and
outside the country), including food, venue, and travel arrangements.
2. Maintain a record of activities, including dates, locations, and participants, ensuring accurate
liquidation of expenses.
3. Oversee office inventory and supplies, ensuring availability and organization.
4. Monitor daily office expenses to facilitate future financial planning.
5. Run errands to support smooth office operations at the Headquarters.
6. Handle daily administrative and financial expenses, including telephone, internet, cab
payments, and fuel.
7. Support the Head of Administration to address district-related issues, including social
welfare, time management, and leave management.

C. Administrative And Executive Assistance (Chiku)

Admin-Communication and Transport:

1. Organize and facilitate organizational meetings, ensuring that agendas are prepared,
participants are notified, and minutes are recorded.
2. Monitor the implementation of policies and agreed strategies, ensuring smooth flow of
information internally and externally.
3. Draft letters for official communication for both internal and external purposes.
4. Lead media engagement activities, print, digital, and radio.
5. Handle air ticketing for staff and visitors' arrangements.
6. Oversee repairs and maintenance of offices and vehicles, as well as keep track of all vehicles,
drivers, project usage, and fuel card usage.
7. Ensure timely documentation and submission of program reports as per donor requirements
by following up with relevant program officers.
8. Assist in keeping track of costed work plans and other project management templates.

Executive Assistance:

1. Manage the Country Director's and Management team's diaries, scheduling and organizing
meetings (both virtual and physical), and handling correspondences and memos on behalf of
the Executive office.
2. Process the Director's office expenses.
3. Take minutes during management committee meetings and other relevant gatherings, as
well as document external meetings with stakeholders and handle follow-ups.
4. Act as the point of contact for the organization and facilitate communication with internal
and external stakeholders.
5. Make travel and accommodation arrangements for the Director and management team
during field operations.
6. Coordinate venue bookings and logistical arrangements for events and stakeholder
engagement meetings.

Specific Requirements for each roles

 The Acting Head Of Admin and Human Resource ( Finance Officer) role is a very important
role, as it encompasses a wide range of responsibilities. It is important to ensure that the
incumbent has the necessary skills and experience to be successful in this role.
 The Administrative Assistant (Queen) role is also a very important role, as it provides support
to the Head of Admin and Human Resource and Finance Officer and other members of the
management team. It is important to ensure that the incumbent has strong administrative
and organizational skills.
 The Administrative And Executive Assistance (Chiku) role is a very versatile role, as it
combines administrative and executive assistance duties. It is important to ensure that the
incumbent has strong interpersonal skills and is able to work effectively with people at all
levels of the organization.