Finance & Administration Officer Job in Kenya

Finance and Administration Officer 

Primary Functions

Summary of functions:

• Program Financial Budgeting, Monitoring, and
  Reporting


• Finance management and accounting


• Sub-grants monitoring:


• Office administration

Key results expected:

Program Financial
Budgeting, Monitoring, and Reporting

• Working closely with the Program team, monitor the
  finance-related aspects of the implementation of Program activities
  according to approved Program documents, ensuring that appropriate control
  reporting structures are maintained in accordance with IDLO Rules and
  Regulations and donor requirements.


• Ensure the timely preparation and submission of
  all financial information, reports, and documentation, including monthly
  Program financial forecast, year-end closing of books, etc.


• Assist in preparing the Program-specific and
  annual budgets, and assess financial plans and reports in coordination
  with the Finance Manager and relevant departments.


• Process payments and statutory deductions for all
  contracted consultants/experts in line with IDLO standards and procedures.


• Provide procurement and logistical support to
  Programs’ activities, including liaising with the Programs team to ensure
  timely procurement of required goods and services related to planned
  Program activities.

Organizational-Related
Finance and Accounting

• Assist the Finance and Administration Manager to
  ensure the execution of all the IDLO financial policies, systems, and
  procedures.


• Prepare the monthly cash replenishment in line
  with program forecasts


• Maintain and manage the office petty cash


• Update, review, and report on the Kenya office
  finance performance and prepare required financial statements and
  short-term and long-term forecasts (in consultation with the Programs
  team), highlighting any over/underspend and reporting on potential gaps.


• Prepare the payroll for locally recruited
  employees and make the necessary statutory deductions; monitor advances to
  employees and partners to ensure they are liquidated in line with IDLO
  policies and procedures.


• Support the monthly closure of the books in Navision


• Prepare asset, liability, and capital account
  entries by compiling and analysing account information; manage assets
  register to ensure all assets are recorded, indexed, secure, and
  depreciated accordingly.


• Working closely with the Programs team (Kenya and
  HQ) as well as the HQ-based Program Accountant, facilitating the work of
  internal auditors and any contracted external auditors.


• Support the Finance and Administration Manager in
  liaising with the IDLO bankers in Kenya including acting as bank agent where
  so authorised.

Sub-grants monitoring:

• Support the sub-granting processes, monitoring,
  and management systems to ensure effective and timely issuance, reporting,
  and oversight of all sub-grants.



• Maintain sub-grant tracking sheet and filing
  system for all sub-grantees proposals, agreements, financial reports, and
  outstanding advances.


• Review all sub-grant monitoring reports and
  prepare management summaries of findings and recommendations for
  discussion with the Country Manager.


• Ensure each sub-grantee submits financial reports
  in accordance with sub-grant agreements and reviews financial reports for
  reasonableness, verifying consistency in programmatic delivery and
  financial spending.

Office Administration

• Support the Finance Manager in ensuring the smooth
  day-to-day running of the Kenya office.


• Administer and manage the logistics,
  communication, contracting, and payment of various service providers such
  as lessors, travel agents, hotels, office suppliers, etc. This shall
  include establishing and maintaining a suppliers’ database.


• Coordinate and ensure smooth implementation of and
  adherence to IDLO logistics, travel, and security procedures by all
  employees and consultants.

IDEAL CANDIDATE
PROFILE

Academic
qualifications

• University degree in Finance, Commerce or
  Accounting from a University recognised in Kenya.


• Relevant professional accountancy qualification
  and member of ICPAK

Work experience

• Minimum five years of significant relevant
  professional experience in financial management and administration


• Experience working with international
  organisations will be a significant advantage.

Specific knowledge,
skills, and competencies

• Demonstrated work experience with Enterprise
  Resource Planning (ERP) systems, preferably with MS NAVISION


• Demonstrated working knowledge of International
  Public Sector Accounting Standards (IPSAS)


• Knowledge of and experience with spreadsheets
  (advanced knowledge of Microsoft Excel is a must), databases, and word
  processing software


• Demonstrable experience in donor budgeting and
  reporting


• Proven ability to operate in a team environment
  liaising with a diverse team


• Ability to work under pressure with tight
  deadlines, flexibility, and an entrepreneurial spirit


• Strong interpersonal and organisational skills and
  attention to detail


• Enthusiastic and proactive attitude;


• Self-motivated and dynamic with a willingness and
  ability to use initiative to assist the organisation in achieving its
  objectives; and


• Keen sense of ethics, integrity, and commitment to
  IDLO’s mandate

How to Apply

Interested and
qualified? Go to International Development
Law Organization (IDLO) on www.impactpool.org to apply