Administrative Officer Job Vacancy: Solar Aid

This is a unique opportunity to join a new, innovative and fast-growing NGO tackling global poverty and climate change through solar power.

You will be an excellent communicator with proven office management, organisational, book keeping and computer skills (Office 2007) with experience of organising events, maintaining databases, writing reports and professional letters and stock taking.

The successful applicant will be a professional, trustworthy, committed, dependable team player, capable of working efficiently and independently.

Job Title: Administrative Officer
Location: Nairobi, Kenya

Reporting to: Country Manager
Salary: Negotiable, dependant on experience.

Length: One year contract with possible extension

About SolarAid

SolarAid is fast-growing organisation that aims to enable the world’s poorest people to have access to clean, renewable power.

In Kenya, SolarAid runs programmes which train solar entrepreneurs and install solar systems on medical clinics and schools in areas not served by the electricity grid.

To find out more, go to www.solar-aid.org

Mission for this post

• The mission of this post is to establish and maintain robust systems within the office that will provide administrative support to our programme work. This is an administrative post which includes handling of office finances.

Objectives for this post for first 12 months

• Help establish and maintain robust, up to date, office filing and database systems maintain and programme records (includes stock taking) (Electronic and hard copies)
• Manage the office petty cash systems and keep up to date financial records (working together with our accountants)
• Handle and ensure payment of company invoices
• Assist programmes staff in their work, contacting rural institutions and entrepreneurs when instructed to do so and organizing training days.
• Consistently produce high quality reports and letters which reflect professional ethos of our organisation

Duties and Responsibilities

A. Financial Administration

• MaintaIn up to date petty cash and expenses system
• Maintain up to date Mpesa system
• Handle all office invoices
• Ensure any payments to SolarAid are within agreed timescales

B. Establish and Maintain Office Systems

• Update and maintain all office and programme databases (Mpesa, Sales Figures, Stock Levels, School and Health installation databases)
• Ensuring office is well equipped at all times (Stationary, Phone Credit etc)
• Handling administrative issues connected with importing stock into the country and dealing with both private companies and government institutions
• Take minutes of meetings when requested to do so
• Regularly report to country manager.

C. Other responsibilities

• Adhere to and ensure the team follows SolarAid policies and procedures, especially with regard to Health and Safety, Equal Opportunities and other personnel matters
• Organise training days (includes booking hotels, making travel arrangements)
• Write up reports, letters and blogs when requested to do so
• Maintain regular contact with rural institutions and entrepreneurs to ensure high levels of communication and feedback

Person Specification

Skills/ knowledge

• Ability to manage office petty cash systems and maintain all office databases
• Ability to prioritise, agree / set objectives, monitor and evaluate progress and outcomes
• Ability to write professional letters and reports
• Strong people skills with ability to support, and motivate staff
• Able to make decisions when necessary, take the initiative, originate action and be responsible for the decisions made
• Ability to act professionally and follow instructions of management
• Excellent communication, representational and negotiation skills
• Excellent oral and written English
• Computer literacy (spreadsheets, word processing, email/internet)

Experience: Essential

• Experience of working within an office environment, managing human and financial resources

Experience: Desirable

• Experience of working/living in rural African communities

Other

• Commitment to and sympathy with SolarAid’s purpose, vision and values
• Commitment to SolarAid’s anti corruption policies
• Ability and willingness to learn and improve
• Participative and collaborative working approach
• Working and residency rights in Kenya

Terms and conditions

• Full-time
• Probationary period: three months, after which there will be a review and confirmation in post or otherwise.
• Notice period: one week within probationary period, one month thereafter.
• Annual leave: 25 days
• Length: one year contract with possible extension.
• Opportunities for training and personal development will be made available.
• The employee will have a contract of employment containing more details of the terms and conditions relating to the post.

Deadline for applications: 12th February 2010

Applicants are invited send completed application forms together with a concise covering letter which clearly explains how you meet the criteria set out in this job description to: recruitment @ solar-aid.org

Please include entitle you email according to following format: Your Name Administrative Officer Kenya e.g. David Maina Administrative Officer Kenya

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