Position Overview:
The Finance & Administrative Officer (FAO) will be responsible for supporting accounting, procurement and financial reporting systems. S/He will be supervised by the Finance Manager and will work closely with the technical team in country, and the Project F&O backstopping teams at JSI headquarters (HQ) to ensure the program’s compliance with JSI accounting systems and procedures, all relevant donor rules and regulations, and all financial and legal requirements of the Government of the Kenya. The FAO will process all payments and advances; oversee the submission of all monthly invoices and cash flow requests to be sent to HQ; reconcile bank accounts and advances; maintain all financial and administrative documentation according to local law; and be held accountable for the accuracy and timely submission of all financial reports. This position will be based in Nairobi.
Responsibilities:
Prepare and process the monthly field accounts documentation, including QuickBooks vouchers and reconciliation reports; lead the preparation of monthly cash flow requests, working closely with the program’s technical team in the country, for submission to HQ
Work closely with the F&O backstopping team, to ensure overall program compliance with donor rules and regulations, track program spending; and ensure the appropriate and effective use of resources in compliance with donor rules and regulations, JSI policies, and the law of the Government of Kenya, with minimal risk exposure to the program
Ensure that all JSI program spending in the country is reasonable, allocable, and well-documented
Track and report on project spending and financial status monthly
Ensure that all transactions and activities are conducted per JSI financial and administrative regulations
Provide support in any audits or finance and administrative reviews of JSI/projects
Procure and process Purchase Orders following donor and JSI/projects’ regulations, including vehicles and equipment
Support maintenance of Project inventory according to donor and JSI rules and regulations
Process travel advance requests and reimbursements for staff for field expenses and maintain advance records for all field trips
Process transportation allowances and per diems for training workshop participants and compile the necessary documentation; may include travel within Kenya
Proactively identify and respond to any implementation, personnel, and/or other management challenges as they arise, in close consultation with HQ as needed
Work with Country Project Leads to maintain and secure program inventory
Support financial and administrative processes in the country
Supervise project driver (if available) and manage project vehicle including maintenance schedules and travel logs
Work with the office building owner and/or other tenants and service providers to ensure office is efficiently operating
Manage office emergency/ security plan and ensure all staff are trained in emergency protocols
Manage or oversee HR processes, including recruiting, hiring and annual performance reviews.
Other duties as may be assigned
Qualifications:
Certified accountant with financial specialization or equivalent combination of training and experience
Three (3) to five (5) years’ of experience supporting the finances of an international development program
Proven skills in organizing and supporting financial operations, procurement and local contracting
Demonstrated ability in analyzing financial documents, projections, expenditures, and accruals
Skills in program planning, budgeting and financial analysis
Familiarity with and proven ability to use standard accounting and spreadsheet software including Microsoft Excel (knowledge of Quickbooks required)
Fluency in English with an ability to communicate effectively on financial operations
Ability to work independently and multi-task in a team setting with minimal supervision
Attention to detail and ability to pick up new skills quickly and to understand the broader context of program management
Must be able to maintain confidentiality for all company and staff proprietary matters.
Able and willing to travel within the country when required
Apply via :
docs.google.com