Ref N: ADMIN-KEN/001/2020
Location of work: Kakamega
Reports to Kenya Finance Officer
Start of work: As soon as possible
Duration: Till 31st December 2020 with possibility of renewal
BACKGROUND INFORMATION:
CISP is an equal employment opportunity employer with its Headquarters in Rome. Currently CISP has various field offices, including a Regional office in Nairobi. CISP Kenya carries out projects in areas of development by supporting national and county authorities to provide quality, equitable, transparent and accountable services in the sectors of health and nutrition, higher education, child protection and governance.
Job purpose
To conduct the NGO business in a transparent, accurate and organized manner while adhering to all donor rules, organization procedures and General Accepted Accounting Principles.
Accountancy
Ensure all data entry and excel cashbooks are done daily observing timeliness and accuracy.
Ensure that all financial documents are set to the correct budget codes according to the funds requested or budgets
Reconcile bank and cash and print out the reconciliations for signing on a monthly basis.
Monitor all liabilities especially reconciling advances and accruals on monthly basis so that any outstanding liabilities are cleared in timely manner.
Ensure financial documents are scanned on timely basis and kept in data archives.
Safe keeping/handling petty cash through seeking appropriate authorization before cash disbursement.
Ensure cash counts are done on weekly and monthly basis.
Ensure there is a proper filing system of all financial documents within the Field Office.
Ensure that there are enough funds both in cash and bank to meet the daily need of the office.
Preparation of the pays lips and payroll for all Kakamega Staff and payment of salaries and any applicable statutory deductions.
Review the funds sent against the funds utilized to reconcile and follow up on the balances and further funds request
Review all financial documents for completeness, accuracy and timely processing of payments.
Execute payments which have received proper authorization and are in line with CISP and donor policies
Liaise with various service providers (banks, communication providers,) and suppliers.
Keep a calendar with all the major deadlines and ensure timely payments: Statutory deductions & all Insurance cover
Participate in reporting process to the donor and ensure its successful completion.
Participate in the preparation of Projects Financial audits and CISP Annual Audit
Dispatch high quality financial documents to Nairobi on a regular basis.
In Liaison with the Kenya Finance Officer, assist the Field Coordinator and the Field Managers with all the administrative and financial issues (policies/practices) related to their projects;
Identify areas for financial and administrative improvement and work to implement feasible improvements;
Regular update on Kenya Labor Law (with emphasis on payment of taxes).
Documentation
Preparation of all Cashbooks and original supporting documents to be sent to Nairobi on a monthly basis (by the 2nd and 5th of the following month respectively) together with official bank statements and reconciliations for all projects.
Maintain Keep an updated staff database with contracts and employment related documents.
Ensure contracts are current for all staff, rental properties, facilities, and vehicles;
Ensure documents submitted by field officers and all field staff are complete and confirmed by Project Manager before disbursing further funds for activities.
Provide timely feedback and instruction to Project Managers’ and Field Officers on necessary revision/correction/addition of supporting documents, if applicable;
Review all training attendance sheet to verify the correctness of participants and the payments done.
Review all vehicle log sheets from the Field Officers and Drivers for correctness or any inconsistence.
Handle all leave forms and review staff timesheet to establish their accuracy.
Establish and run a filing system for project documents that will be consistent to the reports and accounting system.
Keep updated files of projects’ and personnel (selection docs, contracts, job description, CV, passport size photos, IDs, PIN Certificates, College transcripts etc.);
Procurement
Monitor procurement of project assets and supplies for the assigned project.
Arrange Cargo and shipment of equipment’s when applicable;
Monitor the project assets, update asset inventory for projects and ensure the assets are traceable.
Verify the bid analysis at the Field Office to confirm that the proper selection of supplier/vendor has been made.
Ensure all documents presented for payments are in line with CISP and donor policies
Logistics
Coordinate and manage the office vehicles and their movement.
Ensure travel and flight booking forms are filled and submitted timely by all staff
Follow up on the credits from the travel companies and boarding passes from the travelers
Arrange food and accommodation for training/workshop in Kakamega, as required;
Ensure proper functioning of Communication Equipment’s e.g. Internet, emails and Postal services.
Supervise and manage CISP Field Office support staff (Driver, cleaners, cooks).
supervise the overall Asset Management.
Others
Attend trainings and meetings related to project finance when requested and later communicate to the finance and coordination office.
Enter Data, type letters, scanning and photocopying documents as requested;
Assist and support the Programs/Finance Team in capacity building of staff;
Perform any administrative duty not specified above;
Profile Required
Educational:
Certified Public Accountant (CPA II /ACCA) OR Diploma in Administration.
Technical / Professional:
At least 2 years experience in the field of administration and finance.
Proficiency in Microsoft applications.
Strong organization skills, analytical skills and accuracy.
Good knowledge of Labor & Industrial Law of Kenya, Human Resource Management and Organization Behavior.
Excellent English (spoken and written).
Excellent relations and communications skills, good team player, diplomatic and able to deal with a mixed cultural team. *
