Job Details
We are looking for a talented Finance & Administration Officer to join our Siaya office team.
S/he will be under the supervision of the Finance Manager, and provide financial, administrative and office operations support to the team and projects as detailed below.
FINANCE/ACCOUNTING (70 %)
Ensure all financial activities comply and are consistent with ANDY’s policies and procedures, international accounting and auditing standards and adhere to the terms and conditions of donor agreements.
Manage a sound cash management system and ensure sufficient funds are available in the office petty cash fund.
Compile all cash payment requests, for employees and consultants, for authorization and payment approval. Follow up accountabilities of expense and reimbursement claims.
Ensure time sheets for the field office staff are filled and signed and that these correspond to the time worked.
Ensure all consultants’ time sheets are filled and signed and that the fee invoiced corresponds to the time worked.
Verify the accuracy, validity and legitimacy of all procurement and creditors payments. Check completeness of all financial documents (purchase requests, invoices, vouchers, etc.) for payment from ANDY.
Keep and maintain all project accounting records in soft as well as hard form.
Responsible to maintain cash book, ledgers and trial balance for project office.
Responsible to submit the financial report to the finance manager for compilation, review and onwards submission to the donor
Maintain accurate and complete daily financial transactions records and supporting documents system, duly electronically filed and labelled for quick access.
Prepare monthly cash reconciliations and weekly cash count reports. Ensure clear audit trail of processed transactions and their linkage to the accounting system.
Management of project cash flow and preparation of monthly cash flow projections for the field office
Carry out any other tasks as assigned by the finance & administration manager
OFFICE AND OPERATIONS ADMINISTRATION (15%)
Monitors administrative aspects of the project office/staff and evaluates discipline and punctuality of the staff
Ensure stationery and office consumables are replenished and purchase or procure other equipment and services as needed.
Ensure maintenance of attendance register in office and also confirm staff attendance level in the field
Maintain project finance and administration records including an asset register, consultancy contracts, various service and supply agreements.
Coordinate and provide administrative support for project events as required.
Make travel arrangements for project office staff and consultants.
Carry out any other tasks as assigned by the finance manager.
PROJECT ADMINISTRATION SUPPORT (15%)
Oversee project staff and consultancy contract administration and perform quality assurance checks. Ensure compliance with the Kenya labor law, statutes, regulations, and policies and with ANDY’s internal policies and procedures.
Maintain systematic filing system of project references and other important project material
Assist consultants with project contractual/administrative issues. Actively maintain records of time sheets and other relevant details of project activities for all consultants.
Support project staff in project administration activities including inductions, advocacy campaign activities and provide regular updates to the programme teams as may be required from time to time.
Carry out any other tasks as assigned by the project manager.
QUALIFICATIONS
Bachelors of Commerce Degree in Finance, Accounting or equivalent. Professional qualifications in CPA, ACCA.
Minimum 3 years of experience in accounting, financial, and budget management, in similar position within non-governmental sector. Must also demonstrate substantial experience in an existing similar role.
Experience from working with donors on financial policies and guidelines, grants management and maintaining ledgers and cash / bank reconciliations is an asset.
Must be highly result-oriented, self-motivated, honest and have demonstrable analytical skills.
Must be able to work independently, prioritize assignments, manage own time to meet deadlines, have positive attitude, pay attention to detail and handle work pressure.
Excellent computer skills with proficiency in MS office (especially excel) and quick books accounting package.
Excellent interpersonal, organizational, leadership and communication skills. Able to thrive in a multi-cultural environment and a growing organization and ability to work as part of a team.
Personal qualities of integrity, credibility, dedication to the mission and vision of the organization and adheres to strong ethical professional values.
