Admin and Finance Assistant at Danish Refugee Council

PURPOSE
The Admin and Finance Assistant (A&FA) supports the Project Coordinator in implementing the CIBS programme in Wajir, in relation to all financial aspects of the project. The A&FA will ensure efficient and effective financial/administrative operation of DDG’s Wajir office and the project activities. She/he will ensure compliance with DDG’s Operations Handbook alongside donor policies, procedures, guidelines and rules. She/he will seek and receive policy guidance/ instructions and support from the Head of Admin and Finance and the Regional Finance Officer.

ROLES AND RESPONSIBILITIES
Finance Roles

• Maintain financial files (physical and soft copies) and records according to DRC Operations handbook;
• Assist with preparation of budgets;
• Implement financial policies and procedures;
• Establish the cash requirements, and maintain adequate cash levels and related cash controls, safe custody of safe keys;
• Ensure weekly cash counts and reconciliations by DDG Operational office are regularly conducted and reviewed;
• Ensure month end cash counts are properly supervised and submitted to DDG office in Nairobi;
• Confirm that full accountabilities (documentations) are obtained for all expenditures and validity of claims all financial claims;
• Ensure weekly cashbooks’ preparation with complete documentations for all the projects for reviewed weekly by Project/Finance manager;
• Ensure transactions are properly recorded and entered into the cash books on a daily basis;
• Maintain and reconcile daily, weekly and monthly cash books and budget follow ups;
• Prepare and reconcile bank statements;
• Ensure that monthly cash books are regularly submitted to the Regional Grants;
• Process approved payments of supplier / service provider invoices on the basis of complete documentation;
• Prepare schedules for all taxes withheld or paid on a monthly basis where relevant and submit to the Regional Grants Officer for verification before submission to the relevant authorities;
• Assist with the monthly, quarterly and annual DDG and donor reports preparation;
• Supporting Grants Officers/managers and Project Managers to adequately prepare for both internal and external audits;
• Ensure copies of project files and related documents are submitted to the DDG Country office, Nairobi for back up storage in both hard and soft copies.
• Keep copies of all documents submitted to DDG’s Country office in Nairobi in file for reference;
• Scanning of vouchers and supporting documents and sees that proper filing is done in accordance with donor requirements and / or DDG Operational Handbook;
• Inform the Regional Grants Officer and the CSPM of all financial issues which can affect the execution of the project;
• Ensure the safeguarding of all available funds;
• Prepare Payment Vouchers and review Order Requests in accordance with the approved authority Matrix and running budgets;
• Reconcile the accounts payables;
• Accurately prepare the necessary documents, compile source documents and daily postings of all the paid transactions in the cash books;
• Reconcile the accounts receivables/advances and Issue receipts for all the funds received;
• Prepare and submit staff details including Timesheets to Human Resources Officer for verification and computations;
• Manage asset transfer in the field;

• Asset tagging and update of the inventory list. Administrative Tasks

• Responsible for efficient functioning of the field offices in the field;

• Responsible for the storage and restocking of office consumables (Stationery and Kitchen etc) for field offices;

• Advice and support the CSPC or the designate on all administration and premises-related matters within the office;

• Coordinate and forward to the Regional Admin and Finance Officer all travel requirements local and international and procure travel tickets;

• Monitor all service contracts (compound, internet etc.) and forward renewal contract needs to the Regional Finance and Admin Officer. Ensure related contract payments are done before expiry of contract period;

• Supervise Office Attendants, cooks, cleaners and similar staff;
• Responsible for update of all e files in the back-up hard drive on a weekly basis;
• Responsible for timely scanning of all vouchers and timely submission to the Nairobi office for onward dispatch to HQ on a monthly basis;
• Support the Regional Finance and Admin Officer in the creation of standard Contracts for Works, Goods and Services in line with local regulations;
• Ensure a proper filing system is put in place at FO level for any Contracts in a separate file, using a chronological sequencing of contracts per project. This requires the release of Statements of Contracts for each Contract as per DRC template;
• Ensure contracts are respected and paid for according to agreed terms of payments;
• Manage any other relevant administrative management issues;
• Uphold the DRC’s Code of Conduct;

REPORTING ARRANGEMENTS
Line manager: CIBS Project Coordinator, Wajir

Other key relationships: Internal: AVR Manager, DDG Country Manager Kenya, Head of Finance and Admin, Regional Finance Officer

External: Auditors, Suppliers.

PERSONAL SPECIFICATIONS

• A recognised accounting qualification (CPA or ACCA)
• A basic degree (Economics / Accounting / Finance or Business Administration) or compensating relevant work experience.
• 2 years experience in financial management/administration within an non-governmental organisation (NGO)
• Experience in donor compliance
• Experience of donor reporting ideally within the NGO sector
• Experience of analysing financial information
• Good communication and interpersonal skills
• Fluency in one of the local languages spoken in Wajir is an advantage;
• Fluency in English. Strong command of written English and ability to speak clearly to various audiences;
• High degree of computer literacy; including high capacity to use excel.

PERSONAL QUALITIES

• Organised, punctual and delivers on time,
• Strong ability to motivate and inspire staff and partners,
• Excellent networking skills,
• Passionate about promoting a Kenya free of armed violence and conflict
• Intelligent and creative mind that will enable him/her to identify new and suitable solutions to local safety needs; Diplomatic, patient and persistent,
• Analytical and able to present logical arguments,
• Curious and seeks out information, strong drive to learn new things and improve own capacity,
• Takes initiative – identifies what needs to get done and does it,
• Hard working and driven to achieve objectives, Able to work under minimum supervision
• A good team player, culturally sensitive and able to resist external pressure

TERMS AND CONDITIONS
Duty station: Wajir with extensive field travel within Wajir and Nairobi for official duties.
Contract: 12 months - with possibilities for extension. Salary and conditions in accordance with Danish Refugee Council’s Terms of Employment for Kenyan National staff.
Start date: As soon as possible.