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Administrationa and Finance Job vacancy- Malteser International Kenya Vacancies

Category: General Jobs in Kenya
Posted: Aug 8, 2017

JOB TITLE: Administration and Finance Officer

ORGANIZATION: Malteser International


Malteser International, the worldwide relief agency of the Order of Malta for humanitarian aid, works in more than 20 countries in Africa, Asia and the Americas for people in need, regardless of their religion, origin or political affiliation. Its mission is to provide emergency relief as well as to implement rehabilitation measures and to facilitate the link between emergency relief and sustainable development. Christian values and the humanitarian principles of impartiality and independence form the basis of its work in the following areas: Relief, Reconstruction & Rehabilitation; Health & Nutrition; Water, Sanitation & Hygiene (WASH); Livelihood & Social Programs and Disaster Risk Reduction.

In Kenya, Malteser International is present since 2001. So far, programs concentrated on TB/HIV and Maternal and Neonatal health in the slums of Nairobi and in Kajiado, while also providing humanitarian assistance in emergencies such as droughts and floods in Northern Kenya.

In August 2012, Malteser International opened an office in Illeret, North Horr Sub-County, Marsabit County / Northern Kenya with the aim to address the needs of the pastoralist population of the area, by supporting sustainable solutions, drought resilience, disaster preparedness and later (2015) primary health care.

To support our program in Illeret, Marsabit County, Kenya, Malteser International is looking for a motivated

Administration / Finance Officer (national position)

Administration responsibilities to include:

  • Manages all correspondence within and outside the organization concerning financial and administrative matters for the respective location.
  • Perform all office administration duties including quotation requests, purchase order follow-ups, stationery supplies,
  • Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, filing, scanning and binding.
  • Ensuring day to day smooth function of Illeret Office. This includes making shopping lists to replenish supplies of consumables, checking cleanliness of the office, reporting broken equipment for repair, etc.
  • Petty cash management.
  • Oversee store management.
  • Oversee all administrative filing and records, and archiving.
  • Provide support to the office in all other administrative matters.
  • Supervise the Cook/Cleaner and other Ass. Admin staff.
  • Prepare the staff list every month.
  • Maintain the leave / work schedule.
  • Monitor security situation and report to senior management as necessary.
  • Assist in organizing program events incl. logistical arrangements.
  • Undertake any other duties that may be requested by management and/or direct supervisor.

Finance responsibilities to include:

  • Control of cash books from Malteser projects in Kenya according to Malteser standards
  • Ensuring cash books are sent complete and in good order to Malteser HQ in Cologne
  • Preparation of budget controls for Malteser Kenya projects (according to donors and Malteser expenditures) and giving regular feedback of the same to the projects
  • Independent preparation of financial reports, particularly donor reports with subsequent authorization by management
  • Reconciliation and control of staff lists, inventory lists, vehicle monthly reports, stock reports, etc. in accordance with the budgets from the location / projects
  • Regular sorting of vouchers according to donor reports
  • Preparation of internal cash requests for location
  • Prepare annual financial location closure with all necessary documents and communication
  • Assisting in the preparation of the annual projects / location budgets
  • Preparation of advance administration list.
  • Reports to Program Coordinator Illeret, Country Coordinator Kenya or Marsabit Partner Project Coordinator
  • Other duties assigned by the management and/or direct supervisor


  • Bachelor’s degree in Business Administration, Finance, Accounting or Commerce and/or a recognized certificate or professional qualification in accounting, ACCA or CPA or other related qualification
  • Three to five years practical work experience in administration and finance
  • Experience working with computerized accounting and financial systems, standard spreadsheet and database programs
  • Demonstrated collaborative approach including experience in working in international environments
  • Ability to prioritize work according to importance and deadlines while meeting work demands
  • Possesses initiative and is able to work with minimum supervision
  • Demonstrates adaptability and flexibility in all aspects of work
  • Excellent computer skills in Microsoft Excel, Word, PowerPoint, Outlook, Internet, etc.
  • Experience in using financial accounting software
  • Excellent English oral and written language skills

Personal Qualities:

  • Familiarity with donor requirements and NGO setup
  • At least two years proven work experience in Administration, Finance and project support activities in an International NGO environment
  • German & Swahili language skills are beneficial
  • Communication/negotiations and liaison skills within teams and with third parties
  • Highly organized, ability to work to strict deadlines
  • Sensitive to social and cultural issues
  • Team player and self-starter
  • Flexible and able to embrace change positively
  • High sense of confidentiality and trustworthy
  • Good judgement in balancing the need to follow orders and take initiatives
  • At least class ‘B’ Driver’s license
  • Credible commitment to international humanitarian or development work


  • Starting date: September 1st, 2017
  • Duty Station: Illeret, Marsabit County, Kenya
  • Duration of contract: 1 year, 4 months
  • Salary according to qualification and experience, insurance package
  • Please note that this is an unaccompanied position

How to apply:

If you are interested in this position, please apply online at

Kindly submit your application (CV, letter of motivation, copies of diplomas and three professional references) until August 11th, 2017.

Malteser International

D-51101 Cologne / Germany/


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