Job Description
Women and Health Alliance International
Finance and Administration Assistant
Position: Under the command responsibility of the WAHA County Representative in Kenya and the Finance and Administration Manager, you will be based in Mombasa with some travel to Nairobi.
Duties/Assignments:
The Finance and Administration Assistant will:
Implementation of financial procedures
- Ensure the existing financial procedures are respected (check bills, purchase orders, quotations…)
- Training of staff on financial and administrative procedures
- Support and monitor partners on financial and administrative procedures.
- First review of partners financial reports and follow up of the reporting planning
- Monitor program accounting and documentation to ensure compliance with funder requirements and WAHA’s policies and procedures;
- Be responsible for tracking the expenditures to ensure that program funds are utilized appropriately;
- Support logistic staff in all financial issues/difficulties
Administration
- Ensure the follow-up of services and premises contracts
- Follow up insurance contracts if needed by coordination
- Ensure the translation (oral and written) on request
Cash flow Management (Bank and Cash)
- Manage the petty cash and log advances
- Prepare weekly treasury planning in coordination with project and logistic manager
- Processing financial documentation, including orders, invoices and payment, manage cash receipts, disbursement and petty cash
- Manage the bank book and deal with the bank for daily issues
- Limit cash flow shortage by anticipating cash and money withdrawal, informing the project manager and the administration and finance manager in order to prepare the withdrawal request.
- Ensure that the balance of the bank account is sufficient, especially at the end of the month for salaries.
- Tracks travel plans, employee contracts, insurance, timesheets, MOU’s and tax claims
Accounting
- Check that vouchers are properly filled Ensure the validity of the invoices (quality, validation, WAHA process respected)
- Computerize on daily basis cash and bank expenditures
- Carry out cash reconciliation and bank reconciliation
- Close and prepare / scan all invoices and documents which must be sent to coordination/HQ every month
Budget management
- Work with the Mombasa Project Manager to advise on all financial and administrative aspects of the project
- Work with the PM to assure that the necessary space, equipment, supplies and policies are in place so as to maintain an effective programme operation
- Prepare the treasury forecast in order to send it to the coordination/ HQ before the 26th of the month
- Coordinate with logistic for set-up dating the purchase and service follow-up and the equipment follow-up
Reporting
- Ensure that all financial reporting is completed on time and submitted to donors;
- Provide a weekly sitrep on the activities on going to the project manager and the coordination.
- Participate in the preparation of weekly monitoring of the project to be sent to headquarters in Paris.
Profile
- Bachelor’s degree in a related field
- Two or more years in accounting, financial management and administration support with experience in non-profit accounting, preferable with EU funded projects.
- Demonstrated ability to work effectively with local and/or international NGOs, CBOs and other grassroots organizations
- Flexibility, initiative and good problem-solving abilities.
- Ability to meet deadlines, multitask, and work independently as well as part of a team.
- Computer skills especially in MS Office
- Fluency in English and Swahili.
How to Apply
Applicants should send a one-page application letter and a CV to recruitment@coffey-vn.com with “Admin Finance Assistant, Kenya” in the subject line, by 1st of October, 2015. The employer has the right to revise this posting and/or the job description at any time. Neither this posting nor the job description is a contract for employment. |
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Applicants should send a one-page application letter and a CV to recruitment@coffey-vn.com with “Admin Finance Assistant, Kenya” in the subject line, by 1st of October, 2015. The employer has the right to revise this posting and/or the job description at any time. Neither this posting nor the job description is a contract for employment. |
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