Administration and Office SupportFull-TimeEntry-level(0-1 yr)
Job Description
Gamos is a platform for professionals from diverse backgrounds to collaborate and co-create innovative solutions to address the root causes of poverty. Gamos seeks to create a more equal society by identifying opportunities for transformative change, conducting strategic research to explore further, and mobilising key stakeholders to turn ideas into impact. The Administrative Assistant will provide comprehensive support in administrative, financial, and logistical operations to ensure the smooth implementation of project activities.
Key Duties and Responsibilities
Administrative Support: Maintain an efficient record and filing system for contracts, project activities, correspondence, and other key documents to ensure easy retrieval and compliance. Provide support in the preparation, formatting, and processing of contracts and reports.
Financial Administration: Handle daily posting of supplier invoices, receipts, and journal entries. Assist in the preparation of monthly, quarterly, and annual financial reports and cash flow statements.
Compliance & Tax: Assist with statutory tax submissions including VAT, NSSF, NITA, and PAYE. Review requisitions for goods and services to ensure correct budget lines are charged and funds are available.
Logistics Coordination: Coordinate logistics for conferences, workshops, and field activities, including preparing draft budgets, organizing travel and accommodation, sending invitations, and processing reimbursements/per diems.
Project Monitoring: Maintain and monitor grant reporting schedules, following up with project teams to ensure timely submission of reports. Track and follow up on timesheet submissions for accuracy and alignment with donor requirements. Review burn rates in the management accounting system and track project deadlines.
Communication: Maintain the highest level of confidentiality in handling sensitive information and documents. Provide guidance to staff on administrative procedures and best practices.
Requirements & Qualifications
A Minimum of a Bachelor's degree (BA/BSc) or Higher National Diploma (HND) in a relevant field.
Experience in administrative or secretarial roles.
Familiarity with financial record keeping and daily accounting entries.
Knowledge of Kenyan statutory tax requirements (VAT, PAYE, NSSF, NITA).
Strong organizational skills with an ability to manage complex logistics.
High level of integrity and ability to maintain confidentiality.
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