Latest Recruitment at Kituo Cha Sheria (KITUO)

(REF: KCS/ACC-NRB/APP)

 The Accounts Assistant will be based in the Headquarters in Nairobi working under the Finance and Administration Department of the organization. The Accounts Assistant will directly report to the Accountant. The main duties and responsibilities of the Accounts Assistant are as follows:

DUTIES AND RESPONSIBILITIES

• Receiving and verifying payment instructions such as cheque, petty cash and imprest requisitions, salary advances, claims, bills and invoices etc.
• Compiling, sorting and checking payment instructions to ensure that calculations are correct and supported by receipts and other relevant documents before posting details of financial transactions.
• Forwarding payment documents for approval as well as ensuring that all cheques are duly signed by authorized cheque signatories.
• Preparing cheque payments and forwarding them for approval as well as ensuring that all cheques are duly signed by authorised cheque signatories.
• Compiling payroll data, calculating statutory and other deductions to be withheld, as well as reconciling errors to maintain payroll records.
• Reviewing computed salaries and corrects errors to ensure accuracy of payroll. Also, records changes affecting net salaries, such as imprest recoveries to update master payroll records.
• Dispatching cheques to staff, bank, creditors, clients and statutory bodies such as NSSF, NHIF, Nairobi City County Government, Insurance Companies etc.
• Receiving, verifying and posting daily collections and banking the same in relevant accounts.
• Receiving bank statements and checking balances against verifiable documents.
• Maintaining accounting records, filing documents and ensuring that all records are properly shelved for rapid retrieval.
• Collecting payments related to sale of publications and use of transport van.
• Compiling reports to show statistics, such as cash receipts and expenditures, accounts payable and receivable and other items related to financial transactions.

 MINIMUM QUALIFICATIONS AND RELEVANT EXPERIENCE

• Minimum Qualifications and Training: Must be in possession of a Bachelors Degree in Commerce (BCom) with Accounting option and or CPA Part II or equivalent qualifications.
• Relevant Experience: Must have gained minimum of one-year accounting and book-keeping experience in a busy finance department preferably within the NGO sector.
• Skills: Must be proficient in using word processing, excel spreadsheet as well as QuickBooks accounting system computer software packages. The candidate must be industrious, innovative and able to work with minimum supervision.

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(Ref: KCS/LA-NRB/APP)

KEY DUTIES AND RESPONSIBILITIES INCLUDE: 

• Reviewing “bring up diary” to retrieve client files, which require immediate action for the attention of all lawyers responsible.
• Notifying clients about hearing dates and requesting them to deposit the necessary court fees in order to enable their cases to be processed. The same is done through letters, phone calls and physically.
• Filing “initial client interview forms” systematically according to admission number, date and month in order to update the daily attendance register.
• Receiving receipts from return clients in order to retrieve the “initial client interview form” and then directing them to appropriate Legal officer.
• Opening client files in accordance with instructions received from Legal Officers and requesting clients to deposit nominal administrative fees.
• Opening client files and filing them systematically in relevant drawers according to the alphanumeric system, which includes the file number and year for rapid retrieval.
• Managing, Attending and responding to client enquiries about the position of their cases and informing them of the action taken and what requires to be done.
• Attending court to fix hearing dates, file pleadings and pay the required court fees. Also updating the “Master diary” by entering hearing dates as well as updating the diaries of Legal Officers against the “master diary”. And also requesting other Advocates to hold briefs for KITUO in the event of inadvertent absence of Legal Officers.
• Examining and/or perusing court files to find out the position of specific cases in court and notifying Legal Officers.
• Serving pleadings, plaints, affidavits, applications, judgments, rulings and Court summons to defendants or their Advocates and ensuring that the documents are correctly signed.
• Drawing simple court pleadings, plaints, decrees, applications, orders and Compiling record of appeal.
• Maintaining complete records of financial transactions relating to court fees and other relevant disbursements.
• Making statistical and narrative reports on activities of the registry.
• Assist Advocates in legal aid clinics activities and workshops.
• Assisting individual clients and community groups in arbitration and negotiation in out of court settlements (A.D.R.) in matters that involve legal disputes or otherwise.
• Photocopying clients documents as requested by Legal Officers.
• Requisitioning and accounting for all monies spent in the course of duty.
• Counseling clients
• Report writing.

MINIMUM QUALIFICATIONS AND RELEVANT EXPERIENCE

•  Minimum Qualifications and training: Must be in possession of Kenya Certificate of Secondary Education KCE) with credits in English and social Ethics as well as a current process server certificate or equivalent qualifications.
• Relevant Experience: Must have gained a minimum five (5) years relevant experience as a paralegal clerk in a busy law firm or the equivalent.
• Skills: Must have good communication skills both orally and in writing. Also should be proficient in using word processing and spreadsheet packages.

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 (Ref: KCS/DRV-MSA/APP)

 The Driver will be based in the Mombasa Regional Office for a short-term period of six (6) months.

 KEY DUTIES AND RESPONSIBILITIES

• Provide transportation to and from project sites, and other locations as assigned.
• Record and maintain record of trips according to established procedures.
• Maintain accurate, up-to-date records on trip sheets, vehicle maintenance, incident reports, accident reports, vehicle condition reports and other records;
• Carry out safety briefing to passengers prior to each trip departure.
• Assist passengers including handicapped in and out of the vehicle.
• Read and interpret maps and driving directions to plan the most efficient route service.
• Respond to accident or medical emergencies by notifying emergency, response providers, and carrying out First Aid pending arrival of emergency personnel.
• Ensure that all regulations are followed in case of accidents and that required paper work is submitted.
• Ensure that the vehicle has all required registrations/ licensing and inspections, and that necessary documentation is retained in the vehicle.
• Ensure vehicle has sufficient amount of fuel, maintain the vehicles’ cleanliness, and ensure its security for daily use and proper evening and weekend storage at office site.
• Develop and maintain good working relationships with all project personnel.
• Any other duties as directed by the supervisor and line manager
• Writing periodic report for submission to the Manager

 MINIMUM QUALIFICATIONS, RELEVANT EXPERIENCE AND SKILLS

• Minimum Qualifications and training: Must be in possession of at least ‘O’ Level Certificate with a valid Kenya driver’s license. Experience in imechanics is an added advantage.
• Relevant Experience: Must have gained a minimum five (5) years driving experience in cities and familiarity with rural terrain and roads. Must have the ability to project a neat and professional appearance.
• Skills: Must have ability to perform First Aid and have Basic automobile mechanical skills to help carry out minor repairs of vehicles.  Extensive knowledge of the operations and features of assigned vehicle(s), Good communication and interpersonal skills, report writing skills and ability to read maps including digital maps. Must be proficient in using computers especially word processing.

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 (Ref: KCS/CT-MSA/APP)

 The Caretaker will be based in the Mombasa Regional Office. S/he must have similar experience of at least one (1) year in housekeeping, cleaning and hygiene. The following are the duties and responsibilities of the Caretaker:

DUTIES AND RESPONSIBILITIES:

• To ensure the cleanliness of all areas of the Office as detailed previously and generally well maintained (reporting broken light bulbs, removing empty cardboard boxes, cleaning spillages etc.)
• To ensure the cleanliness of Kitchen at all times including, but not limited to, dishes, fridge/freezer, cooker, microwave and floor
• To prepare for and clear up after all meetings within the Office ensuring rooms and furnishing are cleaned where required following meetings
• Ensure the Boardroom is well organized for all the meetings/ conferences/seminars
• Conduct a weekly stock check to ensure adequate stocks of cleaning materials, hygiene supplies and kitchen items such as tea/coffee etc. liaising with the Accounts Department to ensure orders are placed
• To Observe and comply with Company Health and Safety procedures
• To help prepare or organize refreshments as appropriate for meetings being held in the office
• Tidying all the office desks (removing the utensils after tea supply)
• To work within all areas in appropriate professional manner
• Be familiar with Control of Substances Hazardous to Health (COSHH)
• Siting in for the Administrative Assistant (Receptionist) when he/she is not around by filtering all incoming/outgoing calls and mails (operating switchboard), attending to clients by receipting all the required payments and attending to the clients queries
• Ability to do extensive standing, bending, lifting and pulling/pushing of trolleys and equipment etc.
• To attend training sessions on approved procedures or as deemed necessary
• To attend internal and external meetings as required

 MINIMUM QUALIFICATIONS AND RELEVANT EXPERIENCE 

• Must at least be in possession of an O-level (Form 4) Education certificate.
• Must have good communication skills, be computer literate and able to work with minimum supervision. Previous engagement within a human rights non-governmental organization setting will be an added advantage.

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(Ref: KCS/ADA-NRB/APP)

Responsible to the Coordinator of Finance and Administration for implementing planned activities in the areas of human resources, procurement and supplies, transport services as well as the maintenance and security of infrastructural facilities. Also responsible for supervising front office operations particularly communications facilities, mail delivery system and visitor reception. Responsible for requisitioning and procurement of goods and services as well as receiving and issuing consumer items against order specifications. Other duties include the registering clients at the reception, maintaining accurate office records, managing petty cash, lodging insurance claims, supervising the security and maintenance of organizational property and administering employee welfare and benefits. This position is based in the Headquarters in Nairobi.

Key duties and responsibilities include:

• Operating the PABX telephone switchboard to relay incoming, outgoing and inter-office calls and connecting callers to the appropriate person. Recording all Kituo calls.
• Receiving clients visiting KITUO, noting enquiries and providing relevant information. Obtaining clients name and scheduling appointments. Also directing clients to correct destination and recording details. Receiving the minimal registration fees and other monies from clients and ensuring the same is banked appropriately.
• Receiving and registering letters, documents and supply of goods and despatching them to the appropriate office.
• Receiving cash and cheque payments from clients, suppliers, donors etc issuing receipts and submitting them to the Accounts Assistant at the close of day.
• Supervising the effective maintenance and security of equipment, machinery, motor vehicles, buildings, compound and infrastructural facilities and ensuring all accidents, breakdowns, losses and other incidents are documented and promptly reported for action.
• Organizing events and logistics during Kituo activities, contacting guests, hotel reservations, bookings and accommodation, registering participants, taking photos and videos as necessary.
• Preparing reports for the programme.

 MINIMUM QUALIFICATIONS AND RELEVANT EXPERIENCE 

• Minimum Qualifications and Training: Must at least be in possession of a Diploma in Customer Service, Secretarial Studies, Business Administration or the equivalent with specialised training in basic accounting, procurement and supplies, human resources or equivalent qualifications.
• Relevant Experience: Must have gained a minimum of three years’ relevant experience in a busy office with strong customer focus. Previous engagement within a human rights non-governmental organisation setting will be an added advantage.
• Skills: Must have good communication and interpersonal skills as well as basic accounting, human resources, procurement and computer skills particularly word processing and spreadsheet packages.
• Must also have the ability to work in multidisciplinary project teams and be proficiency in using the telephone switchboard (PABX).