Project Finance and Administrative Officer

This position provides project management support for the African Apes Initiative (AAI) and its different field projects, support for program logistics, and efficient office administration. The Project Finance & Administration Officer (PFAO) reports to and works closely with the Director of the AAI to support efficient implementation of AWF’s conservation programs. Further, the PFAO is the key linking point within the program team to understand, interpret and implement financial policies and budget plans. The majority of AAI-field programs are in West and Central Africa. As a result, this position will be based at the AWF headquarters, within the Finance & Administration team in Nairobi, but will entail occasional travel.
Responsibilities of the Admin Officer:
Working with the program team and other staff, support preparation of program work plans and related budgets searching for best linkages between conservation activity performance and financial performance. Assist AWF’s Budget & Grants Team to ensure that work plans accurately time-phase budgets on an accrual basis.
Serve as resource to the AAI offices / landscapes ensuring that staff understand and adhere to AWF and donor financial policies and procedures. Ensure that internal controls are respected so as to avoid issues of fraud and misappropriation of assets within the offices / landscapes. Report all instances of known or suspected fraud and abuse promptly.
Working with the central finance team, be the finance focal point for all AWF AAI startups and close outs ensuring strict adherence to the set out guidelines, processes and tracking of the checklists. Ensure that all the financial aspects are per AWF and donor policies.
Throughout the year, serve as financial partner to the Project Managers/ Program Design Manager and Directors, providing monthly budget status updates that interpret monthly reports received from the Budget & Grants team. Utilize financial acumen and budget knowledge to anticipate potential problems and advise the supervisor on strategies to avoid them. Where necessary, work with HQ Budget team to adjust program work plans and/or time-phasing of budgets. Assist the Budget & Grants Team to ensure accurate and timely financial reports to the donor.Working with Procurement team, participate in annual prequalification process for regular vendors. Ensure that AAI specific procurements are initiated by staff timely via the accounting web portal.
Where possible/needed, assist with the actual procurement. Transact purchases associated with local travel and small purchases. At the direction of the Procurement team, assist in higher value purchases with local vendors. Work with the Procurement Team to ensure that key vendors in the specified countries contact information is up to date in Serenic.
Work with central finance team to ensure compliance with the statutory remittances and efficient follow up on any tax matters e.g. VAT, withholding tax etc related to AAI project activities.
Working with the Contracts Officer and the Procurement team, ensure that Consultancies or Sub grants are done in compliance with the donor and AWF standards.
Ensure that staff advances are provided timely and closed by staff upon return. Review expense reports critically to ensure that costs are legitimate and compliant with AWF and donor travel rules. Following review, mark staff expense reports as “approved” in Serenic. Ensure all administrative responsibilities of staff (timesheets, credit card reconciliations, alternate approvers created, etc.) are completed in advance of travel so as not to disrupt organizational processes such as the monthly accounting close.
Conduct daily, real-time entry of AAI Field offices accounting data in Serenic, ensuring monthly closing deadlines are adhered to. Participate with GL team with AAI projects and related grant specific audits.
Work with the Treasury team to manage the project cash positions. Ensure that the projects do not run out of cash by maintaining up-to-date accounts payable balances and requesting cash whenever needed and well in advance of required payment dates. Ensure that treasury team is aware of upcoming large payments. Manage and reconcile all project or office petty cash accounts.
In coordination with the Human Resources team, assist in the placement of long- and short-term staff. Support any HR function as needed.
Interact across functions to ensure the projects are facilitated for efficient implementation.
Provide support to all centralized finance.
Other relevant duties as assigned.
Qualifications for the Admin Officer Job:
Bachelor’s degree in Business Administration, Accounting, Finance or equivalent
Accounting certification preferred e.g. CPA or equivalent
Minimum 5 years work experience in similar roles
NGO experience
Experience in busy office
Business background with proved record of performance focused financial management is a plus
Proficiency in the use of computers
Be familiar with accounting packages and government regulations such as taxation requirements and statutory related matters
Book keeping experience is an advantage
Willingness to travel when required
Commitment to AWF and its mission
Fluency in both spoken and written English and French is a requirement