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.