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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




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