Finance & Admin Assistant Job Opportunity at Journalists for Justice (JFJ)

Position Overview

Position: Finance & Admin Assistant

Location: Nairobi

Deadline: September 3, 2023

Are you a driven individual seeking to contribute to a dynamic human rights organization’s finance and administrative functions? If you possess qualifications/experience as an office admin/finance assistant or have a background in general administrative roles, Journalists for Justice (JFJ) has the ideal role for you!

About JFJ

JFJ is a non-profit organization dedicated to enhancing African journalistic capacity for social justice causes and accountability through training, impactful online platforms, and engaging social media strategies. We stand against impunity, advocating justice for victims of atrocity crimes, collaborating with like-minded individuals worldwide who share our values.

Position Summary

As the Finance & Admin Assistant, your role encompasses office administration management, working alongside the Finance & Admin Officer to process invoices, purchase orders, payroll, and ensuring a well-organized workspace. Additionally, you will coordinate travel arrangements and other administrative responsibilities.

Duties and Responsibilities

Your responsibilities can be categorized into two sections: Administrative Tasks and Finance Assistant Tasks.

Administrative Tasks

General Administrative Tasks

• Ensure team members understand and comply with the organization’s administrative systems, policies, and procedures.
• Maintain comprehensive databases of approved suppliers, service providers, office assets, and resources.
• Monitor office supplies, equipment, and assets, collaborating with the Finance & Admin Officer for inventory counts.
• Contribute to event planning and execution, such as team building sessions and staff retreats.
• Provide logistics support for events, meetings, workshops, and ensure their smooth execution.
• Facilitate onboarding of new staff and consultants and manage related procedures.
• Oversee personnel files, contracts, appraisals, leave days, attendance, and exit processes.

Procurement

• Coordinate purchasing of office equipment, stationery, and assets following JFJ’s policies.
• Support national and international travel arrangements, including bookings and negotiations.
• Assist in surveying services, negotiating contracts with suppliers for cost-effective solutions.

Programme Director Support

• Manage program director’s travel, meetings, appointments, and correspondence.
• Coordinate and document meetings and minutes.

Finance Assistant Tasks

• Process expense reports and invoices, ensuring compliance with policies.
• Handle banking activities, maintaining accurate records.
• Monitor budgetary allocations and expenditures.
• Collaborate with the finance department to clear invoices and process payroll.

Qualifications

• Bachelor’s degree or diploma in finance, business administration, or a related field.
• At least 2 years of practical experience in finance and administration.
• Proficiency in Microsoft Office software.
• Knowledge of accounting principles, budgeting, financial reporting, and auditing (advantageous).
• Strong organizational, communication skills, attention to detail, accuracy, and confidentiality.

How to Apply

To apply for the Finance & Admin Assistant position, please email the following documents to info@jfjustice.net or journalists4justice@gmail.com by September 3, 2023.

1. Updated CV/resume highlighting relevant education, skills, and experiences.
2. A cover letter expressing your interest, motivation to work with JFJ, and alignment with the position.

In the “SUBJECT” line, specify the position name: “Finance & Admin Assistant.”

JFJ is committed to equal opportunity. All applicants will receive fair consideration regardless of characteristics. Only shortlisted candidates for the next recruitment stage will be contacted.

Expert Tips to Be a Successful Applicant

1. Customize Your Application: Tailor your CV and cover letter to showcase how your skills match the role’s requirements.
2. Highlight Relevant Experience: Emphasize your practical finance and administrative experience in your application.
3. Demonstrate Soft Skills: Highlight strong organizational, communication, and attention-to-detail abilities.
4. Show Passion: Express genuine interest in JFJ’s mission and values to stand out as a dedicated candidate.
5. Professionalism: Craft your application in clear and concise English, demonstrating your professional communication skills.