Finance and Administration Officer Job in Nairobi, Kenya – NGO

Finance and Administration Officer

Our Client in the NGO Sector works to save the sight and lives of the most

vulnerable and disadvantaged. 

In Africa they operate in the

Eastern, Southern and Central Africa (ESCA) with their offices in Nairobi.

Functional Relationship: The

Finance and Administrative Officer (FAO) is responsible for the financial,

logistical, human resources and administrative operations for the East, Central

and Southern Africa Regional office. 

S/he is supervised by the Regional

Director for East Central and Southern Africa and ensures an effective

operational support.  

The FAO works closely with the Africa

Regional Operations Teams based in Dakar and the finance, administration and

Country Directors of the ESCA Sub-region countries. 

Responsibilities

Finance

• Ensure sound financial management for the ESCA
  
  office in compliance with the client and donor requirements; manage the
  
  organizations monthly financial reporting, bank reconciliation, cash flow
  
  analysis and management, accounts/banking management, processing expense
  
  vouchers, check expense claims for accuracy, prepare requisition and
  
  payment voucher forms for payment of bills, and prepare checks and wire
  
  transfers  for signature;


• Ensure timely submission of all ESCA monthly
  
  wire transfer requests


• Prepare the Annual operating ESCA office
  
  budget.


• Ensure adherence to the organizations
  
  financial policies, procedures and practices; ensure compliance with
  
  governmental contracts, sub-contracts, and donors agreements;


• Work closely with the regional office in Dakar
  
  to facilitate annual audits; identify and coordinate audit process with
  
  local audit firms;

• Develop and maintain Human Resources files for
  
  ESCA regional staff and ESCA Country Directors; Ensure that all files
  
  contain contracts, CV’s, Job Descriptions, Performance plans, tax
  
  information, personal bio forms, VISA and work permits if applicable, etc.


• Prepare and ensure the accuracy of the monthly
  
  ESCA office staff payroll that includes all applicable tax and benefits
  
  deductions, and allowances; Ensure that the payroll is submitted on time
  
  each month; Monitor timesheet submission and accuracy and ensure that the
  
  staff and ESCA Country Director leave requests are tracked processed and
  
  regularly updated in HR files.


• Manage payroll taxes for ESCA Office Staff –
  
  primary contact with tax consultants and provision of all necessary
  
  documents to ensure timely and accurate tax filing in compliance with
  
  Kenyan Law;


• Set up employees benefits for the Regional
  
  office staff including pension, medical insurance, severance package and
  
  any other packages;


• Manage timesheets records for Regional and
  
  ESCA Country Directors; following up on submission to Headquarters and the
  
  AFRO; Maintain database for timesheet submission records;


• Assist in the recruitment process for Kenya
  
  and regional staff; liaise with recruitment firms, short-listing of
  
  candidates, interviews scheduling; ensure consistent implementation of a
  
  staff orientation process;


• Supervise the performance of the ESCA office
  
  Administrative Assistant; provide regular coaching, mentoring and guidance
  
  to build capacity and accountability; monitor task performance for
  
  delegated administrative activates; conduct an annual review of
  
  performance in compliance with the Organizations performance management
  
  policy;

• Manage Kenya Visa, alien cards, and Work
  
  Permits for International staff; Ensure timely submission and follow-up as
  
  needed;


• Manage travel arrangements for International
  
  and Local staff, consultants and visitors (routing, ticket and hotel
  
  booking, visa application, computation of travel expenses), including
  
  relationship with travel agents;


• Draft contracts, letters, documents as
  
  directed by Regional Director;


• Manage the organizations facilities, vehicles,
  
  logistics (transport, hotel and conference planning management, courier
  
  services, etc.) and security; Address any maintenance and repair issues of
  
  facilities, ensuring regular electrical and maintenance to the
  
  organizations ESCA building; manage any outsourced support services;


• Develop and manage an office
  
  supplies/equipment management process that ensures adequate stock of
  
  supplies to prevent stock-outs;


• Review and manage service contracts with
  
  suppliers for required administrative services – including international
  
  staff resident lease agreements, repair/maintenance, water, electrical,
  
  office supplies, etc. to avoid disruption of services and supplies; ensure
  
  that all service contracts are procured in compliance with the
  
  organizations procurement policies; 


• Develop and maintain a records management
  
  system that provides guidance to staff with regard to file and records
  
  management, meets the organizations/donor requirements for records and
  
  archiving, and  requires regular archiving of documents at secure
  
  locations (i.e. access security and security against records damage due to
  
  climate conditions);



• Collaborate with ministries as appropriate for
  
  monitoring administrative matters (customs clearing, tax exemption,
  
  investment programs, application for permanent visa, memorandum of
  
  understanding, etc.);


• Establish a close working relationship with
  
  Regional Office in Dakar on operations issues related to the ESCA office;


• Establish contacts with other INGOs /NGOs
  
  administration personnel and local legal counsel as needed;

• Manage the procurement process in compliance
  
  with the organizations/donor policy and requirements; maintain updated
  
  vendor lists and vendor performance files;


• Supervise and ensure internal
  
  controls/compliance within the different procurement processes – bid
  
  solicitation/review/approval, purchase orders, documentation of
  
  goods/services received;


• Supervise and ensure the consistency of
  
  procurement records management; create and comply with standard records
  
  file list for all procurement activities – Purchase Request Forms, Request
  
  for Quotes/Bid Solicitation documentation, bid submissions, bid selection
  
  and approvals, receipt of goods and services;


• Review for approval by Regional Director all
  
  Purchasing Requests above $10,000 originating from the ESCA country
  
  offices; document areas of non-compliance with the established
  
  organizations purchasing  procedures; support and backstopped country
  
  office staff in their implementation of the organization purchasing
  
  process;

Internet and Communication Technology

• Together with regional and local IT support
  
  ensure regular server security management – regular data back-ups, virus
  
  updates, and to problem solve IT issues within the office-connectivity,
  
  router, software and hardware issues, power supply, etc.;


• Ensure that all Computers and peripherals
  
  (i.e. scanners, printers, etc.;) are protected from electrical supply
  
  surges;


• Develop/update a computer replacement plan
  
  that can be used to inform budget planning;


• Manage telephone systems together to ensure
  
  proper tracking and billing for phone calls; Manage the use of cell phone
  
  airtime and post-paid accounts through the development and maintenance of
  
  a database;

• Ensure that all property/equipment with a
  
  value greater than $100 USD is registered – include equipment
  
  descriptions, specifications, serial and model numbers, Purchase Order
  
  Number, value, and budget source codes, inventory label number;


• Develop and maintain the property management
  
  database/inventory spreadsheet; update the database for each new purchase
  
  of equipment;


• Supervise quarterly inventories to reconcile
  
  database entries with physical counts of property within the office;
  
  document and track property movements within and between offices and
  
  document each physical count against the property inventory database;


• Ensure inventory records and database are
  
  maintained in both hard and electronic copy; Document all property
  
  dispositions and ensure that disposition of property is in compliance with
  
  the organization and donor requirements;


• Develop and manage ESCA office property
  
  management process description; standardize process across all ESCA county
  
  offices;

• Manage the purchase, registration, insurance
  
  and tax payments associated with all HKI vehicles and generators;


• Ensure that records are maintained for each
  
  vehicle that include all service and repairs information, registration and
  
  insurance documents;


• Develop and maintain a vehicle management
  
  process and database that includes vehicle logs sheets, and  tracks
  
  mileage, fuel consumption, maintenance/repair management and costs, for
  
  each vehicle;


• Develop/update a vehicle replacement plan that
  
  can be used to inform budget planning;


• Develop procedures and ensure internal
  
  controls on fuel acquisition and use for vehicles;

• Four Year College/University Degree in 
  
  Business Administration, Accounting, Business Management,  or related
  
  field; advanced degree and/or CPA preferred;


• Minimum 5 years’ experience in managing 
  
  support operation services – Administration, Human Resources, ICT,
  
  Vehicles, Property Management, and Procurement Processes; previous
  
  experience managing multiple operating services with international NGO’s
  
  is preferred;


• Demonstrated experience in managing HR
  
  administrative services;


• Practical Experience developing/revising
  
  and/or adapting operations policies and procedures;


• Well established and practiced organizational
  
  and planning skills;


• Computer Literate and Proficient in Microsoft
  
  Office including Microsoft Word, Excel, and Outlook; Familiarity in
  
  computerized accounting/finance systems (Quicken or QuickBooks) an
  
  advantage;


• Ability to work well both independently and as
  
  part of a team;


• Ability to manage multiple tasks
  
  simultaneously;


• Experience with international organizations,
  
  NGOs and other local development agencies an advantage.


• Experience with staff security and safety
  
  issues is desirable;


• Good oral and written communication skills in
  
  English language; High language proficiency in both English and Kiswahili.

To apply to this position send your

application letter and CV to  jobs@hcsafrica.com