Position Title: Finance Assistant (Procurement & Administration)
Vacancy Ref.: AAS239211
Position Location: Nairobi, Kenya
Duration: 3
Years Renewable
Background: The Academy is a pan-African organization that
honors the best African and non-African scientists. It runs programs in six
science, technology and innovation (STI) areas – water and sanitation;
sustainable energy; food security; health care and wellbeing; science,
technology, engineering and mathematics and climate change.
It has been recruiting fellows since
1985 and these are individuals elected by their counterparts based on
achievements that include their publication record, innovations, leadership
roles and contribution to policy.
These fellows, who are also proven
STI leaders, live and work in all corners of the continent. AAS enjoys the
support of several governments – particularly Kenya and Nigeria – and major
international partners.
The African Union Commission and its
technical bodies, namely the NEPAD Agency and the Pan African University,
regard the AAS as a strategic partner.
The Academy seeks to recruit a strong
and dynamic individual with a strong background in Finance and Administration
to assist the FAM (Finance and Administration Manager in the day to day
operations of the Academy.
Duties and Responsibilities
A. Accounting Functions
- Receive requests for Purchase of goods and
services - Liaise with Finance & Admin Manager on
availability of Budget lines to support the procurement. - Preparation of specifications to be sent out
to different pre-qualified suppliers. - Where need be preparation of TORs for
provision of services. - Assisting the FAM in setting up a
Pre-qualified Suppliers List. - Liaison with suppliers in ensuring delivery of
requested goods following due procedure. - Receive all invoices, verify and attach
supporting documents then pass them to the Finance and Administration
Manager (FAM) for approval before payments. - Receive all requests for projects payments,
review and ensure all supporting documents including contracts are
attached. - Arrange payments as approved by the FAM.
Ensure the correct project is charged as appropriate - Any other procurement duties.
- Manage the stationary store and inventory
records and keep re-order levels as agreed with FAM. - At year end carry out stock take and update
the records.
2. Posting payments and processing
General Ledger entries.
- Post all payments (Using relevant code sheets)
and receipts (including petty cash in respective cash books and balance
the same at the end of each month. - Maintain a log of expenses against budgets and
liaising with the Finance Assistant (F&T) ensures that no expenditure
lines are exceeded. Any possible exceeding should be authorized by the
FAM. - Carry out supplier statement reconciliations
with the general ledger for suppliers on credit terms. - Enter any reconciling entries from reconciled
statements of suppliers to FAM for approval at time of payment. - Maintain the Institutions petty cash and make
entries to system of all petty cash transactions. - Request for replenishment of Petty cash once
reorder levels are reached.
B. Administration & HR Roles
- Arrange for all stationery issues out on
request form from relevant departments. - Maintain proper record of all stationery and
ensure year-end inventory balances are available before the external
audit. - In liaison with the Administration Officer,
handle requirements by guards, office messenger/Kitchen Staff, drivers for
office utilities, fuel and other requirements. - Liaising with the FAM in ensuring that all
staff have handed in their annual performance targets. - Assisting the FAM ensuring that all persons
have presented their yearly performance targets by latest end of the first
month of reporting for new staff or by end of the first month of the year. - Assisting the FAM when the time comes for
review of Probation that this is carried out smoothly, and keeping record
of the review. - Assisting the FAM with Half yearly reviews of
Performance Targets. - Responsible for inducting new staff by
ensuring that they are well received and settled together with the FAM. (
Checklist to be provided.) - Ensuring all asset items issued to new staff
are signed on allocation and copy kept on file. - Responsible for collecting issued assets to
staff on leaving the organization.
- Any other reasonable Finance or Administrative
Duties as my be required by the FAM and any other AAS Officer.
Essential: Bachelor’s degree in any
of the following disciplines (Finance, Accounting or Administration)
Desirable: Pursuing CPA or ACCA part
II
Background/Experience
- Minimum 4 years professional experience in a
finance and administration. - Advanced knowledge of Microsoft
Word/Excel/PowerPoint required, knowledge of Accounting/Grant Management
software will be an added advantage.
Personal Qualities/Innate Abilities
- Must be able to work independently with little
supervision, but also participate as a team member in accomplishment of
duties. - Basic understanding of IAS .
- Sound judgment with regard to budget and
planning - Strong attention to detail and maintaining a
timely and efficient work flow. - A strong administrative service orientation.
- Good team working skills.
- Strong organizational and communication skills
and ability to work under pressure. - Strong interpersonal skills; courtesy, tact
and patience. - Ability to multi-task and to prioritize work
amidst competing demands. - Commitment to AAS mission and core values.
Interested candidates are invited to
access full job description and requirements for the position and the Job
Application Form on this link http://www.aasciences.org/index.php/141-getinvolved/411-finance-and-admin-assistant-wanted and
submit a CV, the completed Application Form and a cover letter by email to
quality2015jobs@gmail.com no later than the 15th May 2015.
Only shortlisted candidates will be contacted.
Please note that there are no fees charged for receiving or processing job
applications.
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