Administrative Assistants at Kenya Coastal Development Project

On Thursday, April 17th, 2014
6 Positions

Name of Country: Kenya

Project Name: Kenya Coastal Development Project
Project ID No: P094692.
Purchaser: Kenya Marine Fisheries Research Institute
Credit No: 4801-KE
Expressions of Interest Reference No: EOI No. KCDP/15/2013-2014

Project Background: The Government of Kenya has received financing from the International Development Association (IDA) and the Global Environmental Facility (GEF) towards the Kenya Coastal Development Project (KCDP) and intends to apply part of the proceeds to finance Hiring of Administrative Assistants for Hazina Ya Maendeleo Pwani (HMP). 

Kenya Marine and Fisheries Research Institute (KMFRI) is the coordinating institution for KCDP and is charged with mobilization of all consultancies on behalf of the project implementing agencies in line with the project requirements.

This request for Expression of Interest (EOl) follows the general Procurement notice for this Project, issue of 26th July, 2011.

1. Objective: The objective of KCDP is to improve management effectiveness and enhance revenue generation of Kenya’s coastal and marine resources. 

Target beneficiaries are the coastal communities living within the six coastal counties, namely: Mombasa, Kwale, Kilifì, Tana River, Taita Taveta and Lamu. 
Hazina Ya Maendeleo ya Pwani (HMP) a sub component of KCDP, is a fund whose goal is to support coastal communities in the implementation of priority projects that focus on natural resource management and provision of community services. 
The HMP Administrative Assistant will provide accounting and administrative support to the HMP Team of the KCDP. 
This team is comprised of the Component 4 Manager, the HMP Manager, County Liaison Manager and the County Liaison Officers. 
The officer will be responsible for day-to-day accounting / administrative aspects of the county liaison office operations and will formally report to the CLO.

2. Details:

Job Title: Administrative Assistant (6 Positions available)
Duty Station: Coastal Counties
Project Reference: Kenya Coastal Development Project (KCDP)
Duration of Employment: Two Years (renewable)

3. Financial Management

  • Assist in documentation and monitoring of county office internal controls
  • Perform routine accounting tasks for the county office
  • Maintain accurate county office accounting records
  • Monitor and assist the CBOs with their funds accountability requirements
  • Prepare monthly financial reports and submit to the HMP Management
  • Liaise with auditor and respond to audit queries.
  • Support the /County Liaison Officers team in the strengthening of the administrative structures
  • Assist HMP CLO team in the follow up of financial and administrative issues such as imprest surrenders, 
  • Organize and maintain an up to date filling-system for all formal correspondence and other Project documents, as may be required;
  • Prepare and manage reports and documents and ensure storage and easy retrieval;
  • Perform other duties as determined by the County Liaison Manager.
4. Office Management
  • Ensure office is operational during normal working hours.
  • Receive visitors and support linkage of CLO office with other Government offices in the county in implementation of project activities.
  • Assist in preparation and compiling of project reports including updating of all community projects files.
  • Prepare minutes of meetings held in the county office.
  • Liaise with KCDP Administrative Assistant through CLO in charge on all staff administrative matters at the county such as leave approval.
  • Provide logistical support to other KCDP staff and related activities
5. Vehicle Maintenance
  • Ensure timely maintenance and servicing of the assigned county vehicle.
  • Monitor vehicle usage and submit work tickets and returns on fuel to the KMFRI transport section with copies to the County Liaison Manager.
  • Ensure that all journeys are properly authorized.
  • Ensure that the steps required by KCDP rules and regulations are taken, in case of involvement in accident.
Qualifications and Experience:
  • At least a Diploma in Project Management, Finance and Accounting, Business Management or equivalent.
  • Possess a CPA II
  • Have a minimum of 2 years relevant work experience in the public sector or donor funded projects preferably in providing assistance in project implementation.
  • Have computer skills including good command of MS office.
  • Ability to work with minimum supervision and under pressure to meet tight schedules.
  • Knowledge of English and Kiswahili is mandatory.
  • Familiarity with the coast region including the counties.
  • Excellent written and oral communication skills, including good interpersonal skills; ability to work in a multi-cultural environment with sensitivity and respect for diversity.
  • Demonstrated ability to develop and maintain effective work relationships with counterparts
  • Demonstrated effective organisational skills and ability to handle work in an efficient and timely manner;
  • Knowledge of native coastal languages will be an added advantage.
  • Candidates from coastal counties will have an added advantage.
Interested persons are drawn to paragraph 1.9 of the World Bank Guidelines: Selection and Employment of Consultants under IBRD Loans and IDA Credits & Grants by World Bank Borrowers published in May 2004, and revised in October 2006 and May 2010 (Consultants Guidelines), selling forth the World Bank’s Policy on conflict of interest.

Successful candidates will be selected in accordance with the selection method based on Comparison of CVS as set out in the Consultant Guidelines.

Candidates can obtain further information at the address below from 0800 to 1500 hours from Monday to Friday excludingPublic Holidays. 
Those wishing to submit soft copies MUST send to the two addresses below.
The Director
Kenya Marine and Fisheries Research Institute
Silos Road, English Point — Mkomani, Mombasa.
Email: [email protected] and [email protected], FBkeycdp,[email protected]

Tele: +254 -20-2353904 or +254.20-8041560/1; 
Fax: +254 -20-235 3226

Candidates are requested to submit written Expressions of Interest ECl (by mail or e-mail) complete with copies of relevant testimonials such as CVs clearly marked “EOl No. KCDP/15/2013-2014, Expression Of Interest (EOI) For Hiring of Administrative Assistant for HMP” to the above address OR be deposited into the tender Box mounted next to the office of the Chief Supplies Officer at KMFRI Headquarters in Mombasa on or before  May, 2014 at 11.00 am.

Evans Nyakoni
For: Director / KMFRI 
Issued on: 17th April 2014
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