The position holder will implement day-to-day clerical duties to support smooth, efficient finance records management function. Undertake timely scanning of Finance documents, labeling & filing, retrieving for audit and dispatch to Head Office as required. Implement auditable filing as per WV standards and any other administrative duty on a regular basis
Areas of Responsibility:
Ensure effective and efficient finance records management function:
- Timely Scanning of Finance documents CVU,JVUs and DVUs;
- Receive and log all incoming documents in the Ledger book.
- Maintain a well-organized filing and documentation system;
- Follow up PAYEEs for acknowledgement of payments/receipts;
- File labeling and dispatch to Nairobi
- Run errands on the behest of FSS Manager/ Finance/Administrative Officer;
Ensure accountable tracking of Finance Documents
- Create and open files for key documents such as timesheets/LDRs, meeting/training attendances etc.
- Support Audit in retrieving and sharing required documents both at Field and to Nairobi
- Maintain document tracking tools
Administrative Responsibilities;
- Support in organizing meetings as and when required.
- Work with WV Driver for airport drop off or dispatch of finance parcels.
- Monitor inventory of files, staples, paper clips etc and report shortages
Ensure WV Documents Conform to completeness standards and maintain confidentiality.
- Check the documents for completeness before scanning.
- Review all the scanned documents with Finance Officer, label them correctly and follow up with ICT team for Back up process on a monthly basis.
- Follow Policy dictations for confidentiality and safeguard of data information at all times.
Educational Background:
Diploma in Records Management, Business Administration or a related study.
Skills/Experience:
The following may be acquired through a combination of formal or self-education, prior experience or on-the-job training:
- Good Knowledge of MS Office and familiar using office equipment such as photocopier and scanners.
- Should have experience and familiarity with various filing systems.
- A minimum of 1 year working experience in administrative roles.
- Experience working in humanitarian sector will be added advantage
- Must demonstrate good organizational skills, detail oriented with good communication skills both verbal and written.
Working Environment / Conditions:
- Work environment: Office-based with frequent travel to the field
- On call: Immediately
Job Function:
Organization Info
Listing Stats
Post Date:
Sep 28 2018
Active Until:
Oct 29 2018
Hiring Organization:
World Vision
industry:
Nonprofit