Position Overview
The purpose of the position is to provide financial management support to UAF-Africa financial operations, including and not limited to accurate budgets development, grant administration, preparation of management reports, cash flows and statutory compliance, oversee the implementation of the finance system, policies and procedures under the direct guidance of the FOD.
Specific Responsibilities
Financial Management Support
Preparation of payment vouchers upon validation of the underlying documents;
Updating QuickBooks;
Carrying out monthly bank reconciliations;
Filing monthly returns such as PAYE, NSSF, NHIF etc.;
Agent to the bank i.e. taking wire instructions and other letters to the bank, cashing cheques and depositing cash refunds;
Coordinating with HR to ensure timely preparation of payroll and other staff entitlements;
Co-signatory for payments within set limits.
Programmes and Administrative Support
Grants administration – timely voucher preparation of sub-grants awarded and informing the grantmaking team;
Provide logistical support for travel, participation at meetings and various bookings for convenings, and staff retreats;
Sourcing office supplies and services;
Monitor the work of the Administrative Assistant in ensuring the smooth running of the Nairobi office and staff working virtually across the African continent;
Ensure updating of the fixed assets register & office equipment list, and ensure safe use/custody;
Ensure all Fund’s equipment and assets are fully insured at all times.
Financial Operations and Management
Maintenance of documented accounting policies and procedures;
Compile management reports that include funding trends analysis, risks analysis, budget variances,
Compute various financial reports in a timely way and in the required format.
Liaise with the external auditors for project audits and institutional audits, and implement audit recommendations
Ensuring compliance to statutory regulations e.g. NGO returns
Funds Management
Assist the FOD to forecast cashflow position and available funds for investment activities;
Monitor the budget and ensure that there are sufficient funds for planned program activities as assigned by the FOD;
Monitor for variances, and advise the FOD accordingly;
Monitor cash/bank balances for effective reporting.
Budgeting
Assist with preparation of our annual budget, proposal budgets and donor financial reports.
Other Responsibilities
Providing periodic reports for internal/external communications to the team and other stakeholders;
Assisting the Finance & Operations Director to prepare finance reports for presentation to the Board as and when required;
Maintaining open and fluid communications with all vendors and contractors;
Any other responsibilities as assigned by the Finance & Operations Director.
Qualifications
Bachelor’s degree in Business Studies/ Accounting or equivalent
CPA (K)
Skills and Experience
3-4 years relevant work experience;
Budgeting and financial management skills;
Working knowledge of feminist and women’s rights organisations and movements;
An appreciation of gender equality and women’s rights issues, particularly in the African settings;
Ability to interface sensitively with people from various social, economic, political, cultural and religious backgrounds;
Familiarity with grantmaking is an added advantage;
Experience working with Quickbooks software an added advantage;
Good communication skills;
Strong problem- solving skills and the ability to exercise sound judgement and make decisions based on accurate and timely analysis;
High level of integrity and commitment;
Passionate about UAF-Africa’s mission, committed to teamwork, and achieving results through effective teams;
Work Environment
This is a regional position that involves some national and regional travel;
UAF-Africa is an equal opportunity employer that does not discriminate in its hiring practices;
In order to build the strongest possible workforce, UAF-Africa actively seeks a diverse applicant pool;
The position will be based in Nairobi, Kenya.
