Accounts & Office Admin Assistant

EDAS CONSULTING SERVICES: EXCITING CAREER OPPORTUNITY

JOB TITLE: Accounts & Office Admin Assistant

JOB LOCATION: Nairobi

REPORTING TO: Head of Finance

GROSS SALARY RANGE: KES. 15,000-20,000 PER MONTH

INDUSTRY: NGO

POSITION TYPE: PART-TIME (2 DAYS PER WEEK)

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ROLE SUMMARY

EDAS Consulting Services, an NGO based in Nairobi County, is seeking a dynamic and qualified Accounts & Office Admin Assistant to join our team on a part-time basis. The successful candidate will dedicate 2 days per week to supporting our Finance and Administration functions, ensuring the seamless operation of our office.

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KEY ROLES AND RESPONSIBILITIES

1. Maintaining up-to-date books of accounts.
2. Managing petty cash: Ensure timely updates of both collections and payables.
3. Receipt of Mpesa transactions: Record all revenue receipts accurately.
4. Revenue collection reporting: Compile and report daily, weekly, and monthly revenue.
5. Coordinate communication: Liaise between Mara’s accounts team and the Nairobi Office.
6. Report compilation: Ensure all departmental reports are professionally compiled and submitted on time.
7. Data entry: Accurate and timely data entry.
8. Filing system maintenance: Establish and manage an efficient filing system for all accounting documents.
9. Payment processing: Prepare payment requisitions and process payments.
10. Journal entries: Post and process entries for accurate recording of business transactions.
11. Timely bill payments: Ensure monthly bills and utilities are paid promptly to vendors, suppliers, and service providers.
12. Locally generated income tracking: Timely recording of locally generated incomes.
13. Monthly Management accounts: Prepare and submit in line with established timelines and templates.
14. Accounts receivable update: Update accounts receivable and generate invoices.
15. Financial data update: Keep financial data in databases accurate and readily available.

Any other job-related responsibilities assigned by the supervisor.

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DESIRED QUALIFICATIONS

Interested applicants should meet the following minimum requirements:

• A professional seeking accountancy qualification (CPA or ACCA) and familiar with local and international accounting standards.
• Diploma or certificate in Business Administration.
• Minimum 2 years of working experience in a busy environment.

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DESIRED SKILLS

• Excellent communication and interpersonal skills.
• Proficiency in technology utilization.
• Strong organizational skills with the ability to manage multiple tasks.
• Diligent and efficient with attention to detail.
• Proficiency in record-keeping and document organization.
• Keen on meeting deadlines.
• Good people skills and emotional intelligence.

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HOW TO APPLY

Qualified applicants are invited to send a cover letter illustrating their suitability, a detailed curriculum vitae, and three referees to: vacancies@edasconsulting.co.ke. The subject line should read “Application for an Accounts & Office Admin Assistant role.” Applications should be received by 6th February 2024. Kindly adhere to application instructions; only shortlisted candidates will be contacted.

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ADDITIONAL INFORMATION

EDAS Consulting Services is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, ancestry, religion, sex, national origin, sexual orientation, age, marital status, disability, gender, gender identity or expression. All qualified persons are encouraged to apply. Any form of canvassing will lead to automatic disqualification. Please write in the English language.

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Expert Tips To Be A Successful Applicant for Accounts & Office Admin Assistant:

1. Tailor Your Application: Customize your cover letter and CV to highlight how your skills align with the specific requirements of the role.
2. Showcase Relevant Experience: Provide detailed examples of your past experience in finance and administration, emphasizing achievements and responsibilities.
3. Highlight Tech Proficiency: Demonstrate your proficiency in using relevant technologies for efficient office management.
4. Emphasize Communication Skills: Clearly articulate your excellent communication and interpersonal skills in your application materials.
5. Detail Organizational Abilities: Illustrate instances where you successfully managed multiple tasks while maintaining high standards.
6. Prioritize Attention to Detail: Emphasize your diligence and attention to detail in record-keeping and document organization.
7. Demonstrate Deadline Adherence: Provide examples of your ability to meet deadlines in previous roles.
8. Express Emotional Intelligence: Showcase instances where you effectively utilized emotional intelligence in a professional setting.
9. Exhibit Team Collaboration: Highlight experiences where you collaborated with teams to achieve common goals.
10. Show Enthusiasm: Convey your genuine enthusiasm for the role and the mission of the NGO.

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SAMPLE COVER LETTER FOR ACCOUNTS & OFFICE ADMIN ASSISTANT

Dear Hiring Manager,

I am writing to express my strong interest in the Accounts & Office Admin Assistant position at EDAS Consulting Services, as advertised. With a professional background in accountancy and business administration, coupled with over two years of hands-on experience in a busy office environment, I am confident in my ability to contribute effectively to your team.*

In my previous role as a [Previous Job Title] at [Previous Company], I successfully managed the petty cash, ensuring timely updates of collections and payables. My proficiency in utilizing technology, demonstrated through accurate data entry and efficient financial data management, aligns well with the requirements of this position. Moreover, my excellent communication and interpersonal skills, coupled with a keen eye for detail, make me well-suited to contribute to the smooth running of EDAS Consulting Services.

I am impressed by EDAS’s commitment to equal opportunity and diversity, and I am excited about the prospect of contributing to your mission. My attached CV provides further details on my qualifications and experiences.

Thank you for considering my application. I look forward to the opportunity to discuss how my skills and experiences align with the needs of EDAS Consulting Services.

Sincerely,

[Your Full Name]

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Frequently Asked Questions (FAQs):

Q1: What are the working hours for this part-time role? A1: The Accounts & Office Admin Assistant position is part-time, requiring 2 days of work per week. The specific working hours will be communicated during the interview process.

Q2: Is prior NGO experience a requirement for this role? A2: While prior NGO experience is beneficial, it is not a strict requirement. We welcome applicants with relevant skills and experience in finance and administration.

Q3: Can I apply if I am currently pursuing a professional accountancy qualification? A3: Yes, we encourage applicants in the process of obtaining a CPA or ACCA qualification to apply, provided they meet other minimum requirements.

Q4: What technology tools are commonly used in the role? A4: The Accounts & Office Admin Assistant should be proficient in using standard office software, accounting software, and other relevant technologies for efficient office management.

Q5: How does the company support professional development? A5: EDAS Consulting Services is committed to the professional development of its employees. We provide opportunities for training, workshops, and growth within the organization.

Q6: Will there be opportunities for career advancement? A6: Yes, we believe in promoting from within. Successful performance and demonstrated commitment may lead to advancement opportunities within the organization.

Q7: How is performance evaluated in this role? A7: Performance is evaluated based on the timely and accurate completion of assigned tasks, adherence to deadlines, and contributions to the overall efficiency of the Finance and Administration functions.

Q8: Can I apply if I have less than 2 years of experience? A8: While 2 years of experience is preferred, candidates with a strong educational background and relevant skills may still be considered. Emphasize your capabilities in your application.

Q9: Are there opportunities for flexible working arrangements? A9: We are open to discussing flexible working arrangements based on the candidate’s needs and the operational requirements of the role.

Q10: How diverse is the company, and what initiatives are in place to promote diversity and inclusion? A10: EDAS Consulting Services is committed to diversity and inclusion. We have initiatives in place to create an inclusive workplace and ensure equal opportunities for all employees.

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Possible Accounts & Office Admin Assistant Interview Questions With Answers:

1. Q: Can you describe your experience in managing petty cash in a previous role? A: In my previous role at [Previous Company], I effectively managed petty cash by implementing a systematic tracking system, ensuring timely updates of collections and payables.
2. Q: How do you prioritize and manage multiple tasks to meet deadlines? A: I prioritize tasks based on urgency and importance, using tools like to-do lists. Effective time management and clear communication help me meet deadlines consistently.
3. Q: How do you ensure accurate data entry and maintain an efficient filing system? A: I pay meticulous attention to detail in data entry, cross-checking information for accuracy. Additionally, I maintain an organized filing system, making retrieval quick and easy.
4. Q: Can you provide an example of a situation where you had to handle a challenging financial issue? A: In my previous role, I encountered a discrepancy in revenue receipts. I promptly investigated, identified the error, and implemented a solution, ensuring accurate financial records.
5. Q: How do you stay updated on local and international accounting standards? A: I actively participate in relevant professional development programs, attend workshops, and subscribe to industry publications, ensuring continuous awareness of evolving standards.
6. Q: Describe a scenario where you had to communicate effectively between different teams. A: At [Previous Company], I facilitated seamless communication between our accounts team and regional offices, ensuring consistent reporting and addressing any discrepancies promptly.
7. Q: How do you handle situations that require a high level of confidentiality? A: I prioritize confidentiality by adhering to established protocols, securing sensitive information, and communicating discreetly when necessary.
8. Q: Can you share an example of a time when you successfully contributed to improving office efficiency? A: In my previous role, I introduced a digital filing system that significantly reduced retrieval time and improved overall office efficiency.
9. Q: How do you handle stress and pressure in a busy work environment? A: I manage stress by prioritizing tasks, maintaining open communication, and seeking support when needed. I believe in maintaining a calm and focused approach.
10. Q: What motivated you to apply for the Accounts & Office Admin Assistant role at EDAS Consulting Services? A: I am inspired by EDAS’s commitment to impactful work in the NGO sector. The prospect of contributing my skills to an organization dedicated to positive change aligns with my professional goals.

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Best wishes on your application! EDAS Consulting Services is committed to attracting and retaining the best employees from all races and backgrounds in our continued effort to become a better development partner. We are an equal opportunity employer and do not charge any application/recruitment fee.

THE KENYAN JOB FINDER