Administrative Officer – Finance & Support Services

World Vision International
  • Nairobi
  • Applications have closed


Vacancy Description

Job Title : Administrative Officer- Finance & Support Services (1 Position)

Reporting to : Director- Finance & Support Services

Grade Level : 13

Work Location : Nairobi

Purpose of Position

To provide timely and quality administrative support to the Finance & Support Services Directorate in enabling the teams achieve the goal and objectives effectively and efficiently

Major Responsibilities

Administrative Support 40%

  • Coordinate administrative support for the Finance & Support services Directorate including but not limited to offering secretariat services, consolidating reports, maintenance of office assets, equipment and maintain adequate supplies/stationary
  • Prepare correspondences and facilitate for signing by the relevant on staff matters; bank, visa, certificate of service, letters.
  • Ensure effective and efficient facilitation of departmental meetings, events, activities and projects
  • Ensure timely disbursement of the Directorate correspondences.
  • Ensure provision of excellent front desk services to Directorate visitors.
  • Coordinate and ensure timely preparation of monthly, quarterly Directorate reports

Logistical Support 30%

  • Provide Logistical Support for the Finance & Support Services Team
  • Coordinate Air and road travels for the teams including visa applications, airport pickups, transfers and hotel reservations.
  • Support in writing of correspondences, sending them out and receiving the same from partners.
  • Ensure the Directorate has enough stationery, and the photocopiers printers and scanners are maintained in good condition.
  • Receive parcels and allocating them to staff

Document / Information management 20%

  • Develop and maintain a Directorate document management system that ensures safe and orderly custody of information both manually and electronically
  • Facilitate FSS document retention and retrieval
  • Ensure proper filing of FSS hard and soft copy documents for ease of retrieval.
  • Maintain a robust online filing system for all FSS documents for ease of retrieval
  • Coordinate document retrieval when needed Maintain an up to date addresses of FSS staff, partners and key contact persons based in other WVI offices.
  • Ensure confidentiality of finance records in accordance to WVK polices and the data protection regulations.
  • Maintain up to date key Directorate records including, Polices, Business processes, Organizational structures, AOPs, departmental staff data and details etc

Banking Liaison 15%

  • Coordinate the opening of new bank accounts and updating of signatories and account closure.
  • Organize for periodic meetings between banks and WVK finance leadership to discuss banking issues.
  • Proper filing of banking information relating to accounts held, signatories list and Service Level Agreements (SLAs).
  • Coordinate trainings by banks on new initiatives and technologies.
  • Coordinate follow up with the various banks on any pending issues.


  • Attend and actively participate/lead trans teams, group devotions, chapel and other events.
  • Coordinate and participate in roll out and implementation of Directorate initiatives
  • Participate in committees and taskforces, as assigned
  • Perform any other duties assigned from time to time.

Knowledge, Skills and Abilities

  • Degree in Business Administration or related field form a recognized university
  • Minimum of 3 years’ experience in offering administrative support.
  • Proficiency in Computer applications (Excel, Word, Power point etc)
  • Excellent verbal and written communication skills, good interpersonal and relational skills.
  • Very organized
  • Excellent team player
  • Highly motivated, self-driven, keen on details and willingness to learn.
  • The holder of this position must be results orientated and focused individual who is able to work under minimum supervision
  • Must be a committed Christian, able to stand above denominational diversities.

Please Note that you will be required to have a current (within 3 months) Original Police Clearance as part of the selection process.

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Administrative Officer – Finance & Support Services FULL_TIME January 6, 2021 2021-01-10 Nairobi Nairobi County KE KES