Administration Officer Vacancy

  • Full Time
  • Nairobi

Virtual Hr Recruitment Limited

Job Description

Insight Health Advisors (IHA) is a healthcare management firm working in various Sub-Saharan African countries and headquartered in Kenya. The primary goal of IHA is to increase access to quality healthcare services and products and contribute towards the achievement of universal health coverage.

We deploy innovative interventions at the health system level that catalyze change and improve the efficiency and effectiveness of health systems in delivering care. Our approach is based on building strong partnerships with both the public and private sectors and with various local and international actors in health.

Our approach in developing healthcare solutions include:

A deep understanding of the healthcare sector in the region along with a strong health systems and health markets focus.
A consultative approach that entails deliberate and strategic engagement of relevant actors and stakeholders to foster collaboration, partnerships and ownership.
Evidence-based solutions that are cognizant of new knowledge and future trends.

Our solutions are backed by longstanding sector and market experience in running successful healthcare programs, institutions and businesses.

IHA is a partner on the Kenya Informal Sector Health Insurance Program led by the Swiss Tropical and Public Health Institute, and funded by the German Development Bank KfW. The goal of the project is to increase NHIF coverage for low income Kenyans working in the informal sector. The project will run between May 2018 and November 2019.

IHA seeks to recruit exceptional candidates for the following positions to be based in the project office in Nairobi:

Job title: Administration and Finance Manager

Ref. No.: IHA/KEHSS/01

Reports to: Team Leader

1. Aim of the job

The Administration and Finance Manager reports to the Team Leader and is responsible for the management of the project’s procurement, logistics, administration and finance functions.

2. Main Tasks

Facilitate the recruitment, selection and hiring process of staff and consultants which includes but it is not limited to, advertising vacant positions, screening CVs, shortlisting and conducting interviews.
Arrange orientation of new project staff and facilitating the exit process for terminated/resigned staff.
Maintain and update employee personnel files.
Maintain and manage all administrative, statutory and legal documents.
Perform the control and ensure the integrity of the payment process to suppliers, external consultants.
Authorize payments within the threshold defined in the authorization scheme.
Backstop the project accountant including review of bank and cash reconciliation, payment vouchers, cash book, and project financial reports.
Plan and support the execution of the external and internal audits.
Develop the Annual and Monthly Procurement Plan and coordinate the procurement function.
Analyse and consolidate requisitions for purchasing in accordance with Donor’s policies and procedures.
Ensure procurement transactions have adequate and accurate supporting documentation.
Prepare tender documents, obtain quotations, delivery costs and items and negotiate terms and conditions on behalf of the Project.
Maintain and update the Fixed Asset register including documentation on assets deployed to staff.
Support the Team Leader in maintaining the Internal Control System (ICS) and in monitoring the internal controls.
Support the Team Leader in coordinating activities and communication with all project partners and stakeholders

3. Additional Tasks

In liaison with the project accountant, ensure preparation of monthly budget and cash-flow projections and advising TL of need for next instalment sufficiently in advance.
Support on-boarding staff on company policies and procedures and regularly brief them on any changes to these policies and procedures.
Support the maintenance of the project website and management of the project social media tools in consultation with the ICT expert.
Organize logistics for visiting Swiss TPH staff members.
Supervise the office receptionist.

4. Responsibilities

Support the administrative and human resources tasks of the project.

Assisting the TL on daily project administrative, finance and logistics management.

Support the procurement tasks of the project.