Finance & Administration Assistant at Al-Khair Foundation

Job Purpose:

To assist the efficient and effective delivery of the financial accounting and management accounts to AKF and its subsidiaries/projects. To work with the heads of departments to provide administrative and accounting support to service AKF’s finance department.

It is envisaged that this role would be equally split between administrative/human resource duties and financial support. The main responsibilities for this position are:

Main Responsibilities

1. Finance Functions

· To assist the Finance department on all aspects of financial policy, including statutory requirements, best practice and the development of new initiatives.

· To assist in maintaining the financial accounting systems to achieve maximum efficiency within the department.

· To deliver timely and accurate financial information as required by the Head of Finance, CEO, statutory bodies and other stakeholders including external auditors.

· To prepare and present documents from a number of sources as advised by the head of finance.

· To consult with the head of finance to develop effective financial systems and procedures and ensure that these are continuously improved.

· To ensure all financial policies and procedures are reviewed and updated on a regular basis.

· To ensure AKF has in place comprehensive and cost effective systems for internal and external audit, compliance and risk management.

· To assist in the preparation of the end of year audit.

· To work with department Heads and project staff to ensure that effective financial systems, processes and monitoring arrangements are in place on both a financial and specific level, and to assist them with project budgeting.

· To produce, maintain and submit all statutory financial records of AKF, sufficient to satisfy the requirements of the Government of Kenya and all other relevant bodies.

· To support the Head of Finance with AKF’s payroll system and staff salaries.

2. Administrative Functions

· Ensuring that there is full compliance in administrative activities with AKF rules, regulations, policies and strategies.

· Support the timely financial control, monitoring and reporting of office operations.

· Preparation of Local Purchase orders (LPOs) for suppliers.

· Support the organization of procurement processes including preparation of Request for Quotations (ROQ) from suppliers.

· Arrangements of travel and hotel reservations for AKF staff.

· Administrative support to conferences, workshops and retreats.

· Custodian for management of office stationery supplies including maintenance of stock list of stationery.

· Maintenance of the filing system ensuring safekeeping of confidential materials.

· Maintenance of records on assets management.

· Maintenance of files and records relevant to office maintenance

· To arrange for the tendering of the end of year audit.

· Provision of support to maintenance of common premises and common services

3. Human Resource functions

• Assist in hiring staff – advertising, shortlisting and interviewing.
• Working closely with managers to plan future staff needs
• Keeping employee records
• Assist in providing staff training and development
• Making sure staff have the right pay and benefits
• Arranging staff services such as welfare and counselling
• Assist in dealing with complaints and discipline procedures
• Advising on matters like pay negotiations, redundancy and employment law
• Assisting in developing HR policies and procedures