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AgriFI Food Safety Programme (AGRIFI) Programme Assistant
REF. HR/08/2023
Job Purpose
The Programme Assistant will work with and provide administrative support to the members of the programme team in the implementation of the programme.
Key Responsibilities
Programme Management
- Assist in coordinating the implementation of the programme with other stakeholders.
- Support the programme team on various administrative and logistical tasks as per the work plan.
- Assist programme staff during surveys, planning and implementation especially in preparing the logistics including annual conferences, trainings, and visiting delegations.
- Provide effective support to the Programme team in organizing programme meetings, appointments for the programme staff and take minutes during meetings as required.
- Ensure efficient filing of programme documentation and manage the programme’s Electronic Document Management System
- Assist the Project Officers in data collection, data entry and data cleaning/verification.
- Support in compiling periodic reports on the status of the programme on a need’s basis
- Assist in documenting and sharing relevant information and lessons learnt with programme staff.
- Develop trackers and tables for planning and monitoring upcoming tasks and responsibilities.
- Track all documents through stages of development.
Office management
- In charge of all the office administration duties including office inventory management to ensure an efficient operation of the office
- Effectively liaise with both external and internal stakeholders and provide timely and smooth flow of information and appropriate communication within the programme office.
- Coordinate and facilitate requests related to venue requirements, works orders, travel requests and materials for publications.
- Maintain contract details of all programme assets/resources.
- Maintain an up-to-date list of contact details of service providers, monitor renewal of existing service contracts, and verify and check that services are provided efficiently.
- Receive incoming mail and invoices and direct them to the appropriate team members.
- Keep a record of inbound and outbound mail.
- Ensure the cleanliness and the good disposition of the programme office.
Qualifications
- Bachelor’s degree in Social Science, Human Resource, Business administration, or any other relevant field.
- At least 4 years of leading program administrative activities in a development program setting
- Prior experience working as a Programme Assistant in a relevant field
- Strong administrative skills, organizational skills, and attention to detail.
- Proficient with computer technology and Microsoft Office
Role Competence
- A proven capability to provide gainful insight and practical and pragmatic solutions to programme challenges with a bias towards action and resolving issues quickly.
- Good analytical and critical thinking skills, Problem-solving, judgment and decision-making skills.
- Strong oral and written communication skills
- Excellent negotiation, time management and problem-solving skills
Behaviour
- Professional and pleasant demeanor to meet with programme stakeholders
- Sharp attention to detail with an extraordinary ability to multitask.
- Reliable and diligent worker
- Able to sit, stand and move around for long hours at a time
- Able to work both independently, efficiently, and effectively as well as in collaboration with people at various levels and from different backgrounds.
- Able to work under pressure and manage time effectively.
- Ability to accept accountability, results oriented approach to achievement of objectives.
- Have a sense of urgency and attention to detail.
- Positive, energetic self-starter with a high level of personal drive and resilience
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Terms: 18-month contract, 3-month probation and 1-month notice period
Communication Intern
REF. HR/01/INT/2023
Responsibilities and duties
- Assist in implementing and executing communications strategies, campaigns, events, and other initiatives in support of MESPT and the programme activities.
- Support content development for stories, talking points, press releases, speeches and production of key publications.
- Support the creation and uploading of content for the related online platforms.
- Support in preparing presentations, decks, pitches, toolkits, and processing various documents.
- Assist the Corporate Communications Officer in the curation and coordination of key events and communication opportunities.
- Support in creating high quality content for updating MESPT social media, especially LinkedIn, Facebook and Twitter and other platforms.
- Coordinate with Programmes teams to ensure donor communications and visibility requirements are met.
- Any other duties as assigned by the Supervisor from time to time
Education
- Bachelor’s degree in communication, Journalism/Media, Public Relations, or related field.
Skills & Competencies
- Excellent oral and written communication skills in English
- Excellent PowerPoint, Word and graphic design skills
- Basic understanding of usability, optimizing content for the web and search.
- Good organizational skills and the ability to multi-task.
- Positive, energetic self-starter with a high level of personal drive and resilience
Terms: 3-month contract
AgriFI Food Safety Programme (AGRIFI) Finance Officer
REF. HR/07/2023
Job Purpose
Working in the finance department under the supervision of the Head of Finance and Administration, the Finance Officer will be responsible for all financial functions of the programme including accounting, payments and banking, documentation, budgeting, financial reporting and compliance. Specific tasks include;
Key Responsibilities
Financial Management and Control
- Review and verify all invoices /payment vouchers for approval of payment. Review and verify all transactions posted into sub ledgers for all the programs.
- Prepare the general ledger and run the trial balance to confirm accuracy of the general ledger. Remit statutory deductions and taxes including but not limited to corporate tax, VAT, PAYE, withholding tax for all the programme activities.
- Review and verify bank reconciliations and supplier accounts
- Ensure adherence to internal controls, organizational policies, donor, and statutory regulations for all the program activities.
- Maintain Asset register and conduct asset verification exercise
- Carry out monthly inter-project reconciliation for all the program activities.
Financial Systems
- Ensure effective management of Navision ERP line with approved plans.
- Ensure effective filing, manual or electronic for all documentation
- Ensure configuration of the report set up in Navision
- Updating of MESPT program budgets in Navision
Risk Management
- Co-ordinate, the risk management function including compilation of the risk register for the activities.
Budgeting
- Work with respective managers to develop operations annual and interim budgets.
- Confirm that proposed budgets adhere to organizational, donor, statutory and professional guidelines.
- Review the individual budgets and consolidate budgets to create the overall institutional budget for Board of Trustees approval.
Implementing Partner Reviews, Internal and External Audits
- Plan for partner reviews, Internal and External audits for all the programs activities
- Address issues raised in draft reports and management letters and give responses in terms of program activities.
- Undertake corrective and preventive actions identified by partner reviews and audits, investigations, or other assessment mechanisms within the agreed time frame in all the program activities.
Monitoring and Reporting
- Prepare monthly Financial Accounts and Management reports for review
- Discuss the reports with the respective managers and to understand the reasons for any variance and document the same.
Policy, Procedure and Controls
- Develop procedures aligned to approved policies, ensure compliance, and effect controls and sensitize program staff on the policies and procedures.
- Ensure all financial controls are put in place and monitor the same.
- Conduct staff sensitization sessions periodically to keep staff abreast of policies and procedures.
- Any other duties as assigned by the Supervisor from time to time
Key Relationships
- Internal: HR Officer, Programme Managers, Credit and Business Development Manager, ICT Manager, Programme Officers, Finance Assistants and Programme Assistants
- External: Banks, Donors, Suppliers and Partner Organizations
Qualifications & Other Requirements
- A minimum of bachelor’s degree in commerce, Finance, Accounting, Economics, or Related Field from an Accredited Institution of Higher Learning
- CPA (K) holder or equivalent professional qualification
- At least 5 years of experience in Finance/Audit
- Experience in using financial software.
- Solid Knowledge of Financial and accounting procedures
- Excellent understanding of Financial ERP system
- Excellent knowledge of IFRS and its application and International Accounting Standards (IAS)
- Experience of handling financial projects in Agribusiness will be an added advantage.
- Excellent working knowledge of MS Office Suite
- Knowledge on Risk Management will be an added advantage.
Terms: Contract up to 31st December 2024, three-month probation and notice period of one month.
HOW TO APPLY
Qualified and interested applicants should send their application letters indicating their current/last remuneration, detailed CV with email address, daytime telephone contacts, names, and email contacts of 3 professional referees, 2 must have supervised you at some point, with one being your most recent supervisor (combined in one PDF document) to jobs@mespt.org quoting Job Reference and Job Title in the subject line.
The applicant must legally be eligible to live and work full time in Kenya.
Please do not send certificates at this stage.
Deadline for applications 28th July 2023 at 5.00 pm EAT.
MESPT is an equal opportunity employer (EOE) committed to Gender Equity and Diversity.
Only shortlisted candidates will be contacted.