Accounts & Admin Assistant NGO Job Space for Giants

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Role Summary

Suyian Ranch is seeking a highly organized, meticulous, and proactive Accounts and Administration Assistant to support our Accounts and Administration Manager. The successful candidate will play a crucial role in maintaining accurate financial records, ensuring efficient administrative processes, and contributing to the smooth running of the conservancy. This position requires a strong understanding of accounting principles, excellent communication skills, and the ability to work effectively in a dynamic, rural environment.

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Job Description

Scope of Work:

Accounts

• Bookkeeping:
  • Process and record all financial transactions, including invoices, receipts, payments, and journals.
  • Maintain accurate and up-to-date ledgers for accounts payable and accounts receivable.
  • Reconcile bank statements and petty cash on a regular basis.
  • Prepare and process payroll for all staff, ensuring timely and accurate payments and statutory deductions.
• Financial Reporting:
  • Assist in the preparation of monthly, quarterly, and annual financial reports.
  • Support the external auditor during annual audits.
  • Monitor budgets and report on variances.
• Compliance:
  • Ensure compliance with all relevant financial regulations and tax laws in Kenya (e.g., KRA, NSSF, NHIF).

Administration

• Office Management:
  • Manage office supplies, equipment, and inventory, ensuring adequate stock levels.
  • Maintain an organized filing system for all financial and administrative documents (physical and digital).
  • Handle incoming and outgoing correspondence, including emails, letters, and phone calls.
  • Oversee office cleanliness and organization.
• Logistics and Procurement:
  • Assist with procurement processes, including obtaining quotes, preparing purchase orders, and tracking deliveries.
  • Coordinate travel arrangements and accommodations for staff and visitors as needed.
  • Manage vehicle logbooks and fuel consumption records.
• General Support:
  • Provide administrative support to the management team as required.
  • Organize and schedule meetings, prepare agendas, and take minutes.
  • Assist with various conservancy projects and initiatives.

Person Specification

Essential Qualifications

• Education:
  • Diploma or Degree in Accounting, Finance, Business Administration, or a related field.
  • CPA Part I or II (or equivalent) is an added advantage.
• Experience:
  • Minimum of 2-3 years of proven experience in an accounts and administration role, preferably within a conservancy, NGO, or rural business environment.
  • Experience with accounting software (e.g., QuickBooks, Sage) is essential.
• Skills:
  • Strong understanding of accounting principles and practices.
  • Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
  • Excellent organizational and time management skills with the ability to prioritize tasks.
  • High level of attention to detail and accuracy.
  • Strong written and verbal communication skills.
  • Ability to work independently and as part of a team.
  • Proactive, resourceful, and able to take initiative.
  • High degree of integrity and confidentiality.
  • Knowledge of Kenyan labor laws and tax regulations.
  • Experience working and living in a rural setting will be a strong advantage.

Working Conditions:

• This position is based at Suyian Ranch in Laikipia, Kenya.
• The role may require occasional long hours and flexibility, depending on the conservancy needs.
• A valid driving license and off-road driving experience are beneficial.

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How to Apply

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