Administrative Assistant at Gamos East Africa
Administrative Assistant
We are seeking an Administrative Assistant to support the
effective functioning of the Program and Finance Office at Gamos East Africa,
ensuring efficient coordination of program operations, administrative
processes, and compliance requirements.
Key Duties and Responsibilities
- Maintain
an efficient record and filing system for contracts, project activities,
correspondence, and other key documents to ensure easy retrieval and
compliance.
- Daily
posting of supplier invoices, receipts, and journal entries.
- Assisting
with tax submissions (VAT, NSSF, NITA, PAYE)
- Assisting
in the preparation of monthly, quarterly and annual financial reports and
cash flow statements.
- Maintain
the highest level of confidentiality in handling sensitive information,
documents, and communications at all times.
- Provide
administrative support in the preparation, formatting, and processing of
contracts, reports, and other official documentation.
- Support
the proposal development process by preparing and coordinating
administrative sections of proposals and ensuring all donor and
application requirements are fully met.
- Coordinate
conference, workshop, and field activity logistics, including:
- Preparing
draft budgets
- Organising
logistics including travel and accommodation for different projects
- Sending
invitations and preparing workshop materials
- Processing
per diems and reimbursements
- Ensuring
compliance with procurement and financial policies
- Maintain
and monitor grant reporting schedules, following up with project teams to
ensure timely submission of reports and deliverables.
- Track
and follow up on timesheet submissions to ensure accuracy, completeness,
and alignment with approved project budgets and donor requirements.
- Support
project monitoring by reviewing burn rates in the management accounting
system and tracking project deadlines in coordination with the Programme
Coordinator to ensure timely implementation.
- Provide
administrative support to project teams during field activities as
required.
- Prepare,
process, and follow up on administrative arrangements related to official
staff travel.
- Review
requisitions for goods and services to ensure:
- Correct
budget lines and objects of expenditure are charged
- Availability
of funds prior to processing
- Provide
guidance to staff on administrative procedures, processes, and best
practices, liaising with central administrative or finance units where
necessary.
How to Apply
Qualified and interested candidates are invited to submit
their Cover Letter and CV in PDF format to Lilian@gamoseastafrica.org and
copy (cc) Millicent@gamoseastafrica.org no
later than 12:00 midnight, 16th April 2026.
All application documents must be clearly labeled with
the candidate’s full name and the position applied for (e.g., John
Doe – Programme Administrative Assistant Cover Letter).
Please note that only applications that meet the
stated requirements will be considered.