Finance & Administration Officer at Refugee Consortium of Kenya

REPORTING LINES:

Post holder reports to: Executive Director

Staff reporting to this post: Accountants, HR/Admin staff, Drivers, Security personnel and Office assistants

RCK VISION: An environment where forced migrants and host communities access rights, justice, protection and durable solutions.

RCK MISSION: To safeguard and protect the rights and dignity of forced migrants and host communities through provision of legal aid, psychosocial support, advocacy, capacity building and promotion of inclusive governance.

JOB PURPOSE: As a member of the senior management team and reporting to the Executive Director (ED), the main focus of the post is to manage and coordinate RCK’s finance, administration, logistics and Human Resource functions as the officer in charge of Institutional, Support and Development department (ISD).

KEY RESPONSIBILITIES:

Overall responsibility:

Manage and coordinate functions of the Institutional Support and Development Programme. The job holder will specifically:

• Financial Management
  
  • Preparing monthly Financial report for sharing with the Management
  • Making financial forecasts to ensure that activities are done on schedule and there are available funds for each activity.
  • Support project managers in development, implementation and monitoring of budgets.
  • Coordination of organization’s financial reporting functions on monthly, quarterly, and end year or project close outs or on a needs basis.
  • Management of external and internal audits and donor verifications.
  • Ensuring that financial policies and procedures are updated, sound and strictly adhered to.
  • Cash payment and payroll management to ensure that projects have the required funds and utilized effectively.
  • Quality control of purchase requests, invoices and reimbursement
• Administration/ Human Resource Management
  
  • Coordinating new contracts and amendments to existing ones, staff recruitment (including interns, consultants) and training
  • Coordination and supervision of organization’s human resources including recruitment, remuneration, appraisal, trainings, staff welfare and record keeping.
  • Train and build capacity of staff in the department in finance, accounting and administration matters, risk management; identification and mitigation of risks including review of internal controls, procedures and systems and advising the ED accordingly.
  • Ensuring that human resources policies and procedures are updated, sound and strictly adhered to
  • Overall staff management in ISD
• Operations
  
  • Asset management; maintain asset register, coordinate and manage organization’s assets including motor vehicles and transport.
  • Supervise purchasing and procurement functions support project managers in monitoring and evaluation activities.
  • Overall supervisory responsibility for logistical and operational processes including legal and insurance obligations, office security and safety of staff, IT (internet and telecom), and human resources.
  • Ensure that the organization complies with tax and other statutory obligations as registered under NGO Board Act including all other administration requirements on legislations.
• Additional Responsibilities:
  
  • Other tasks to help deliver the goals set in the overall strategy and annual plan of RCK
  • Support in Fundraising and development of financial proposals
  • Financial project management (administration, monitoring and evaluation)
  • Such other duties temporarily or on a continuing basis, as may reasonably be required, commensurate with your grade.

QUALIFICATIONS & EXPERIENCE

• CPA qualified with a minimum of a Bachelor’s degree in a relevant field. An MBA or Masters Degree in a relevant field is an added advantage.
• A member of an accounting professional body.
• At least 5-10 years of experience; ideally 4-plus years of broad financial and operations management experience.
• Strong managerial, budgeting and accounting skills.
• Strong interpersonal, communication and management skills and ability to prioritize, negotiate, and work with a variety of internal and external stakeholders.
• Ability to translate financial concepts to- and to effectively collaborate with -programmatic and fundraising colleagues.
• A track record in grants management.
• Knowledge of accounting and reporting software – Sage Pastel preferred.
• Demonstrate understanding of basic HR functions

WORKING CONDITIONS

The Job is complex, sensitive and stressful. Work requires willingness to work a flexible schedule and travel. Work may require frequent weekend and evening work as well as high degree of autonomy.

Behavior Competencies:

• Professionalism: In-depth theoretical knowledge of financial management and accounting operations, effective financial reporting in a timely and accurate manner, knowledge of general administration and HR duties.
• Communication: Strong interpersonal and communication (written, spoken and presentational) skills. Proficiency in English and Kiswahili.
• Technology Awareness: IT Savvy, including accounting soft wares, information databases, internet/intranet services, accounting and reporting software – Sage Pastel preferred
• Teamwork: Ability to establish and maintain effective working relations with people of different national and cultural backgrounds with respect for diversity.
• Managing Performance: Ability to supervise, coach, mentor and develop junior staff as required.
• Ability to handle high levels of pressure and critical decision-making
• Strong sense of priorities and objectives
• Creative, enthusiastic, and independent.