Finance & Administrative Officer at IREX

Job description

GRADE LEVEL: 3

FLSA CLASSIFICATION: Exempt

REPORTS TO: SAFE Initiative Center Manager

Position Summary

The Finance & Administration Officer will be responsible for the administrative and financial support of IREX/Kenya and the SAFE Initiative including financial reporting, procurement, payment processing, logistics, and operations. In coordination with the IREX/Kenya Finance Manager and the SAFE Center Manager, the Finance & Administration Officer will support the program staff in preparing financial reports, maintaining currency flow control, office administration, and purchasing.

Specific duties include, but are not limited to, the following:

General Duties & Responsibilities

• Finance
  • Assist in implementing financial policies and procedures.
  • Assist in maintaining financial systems including internal controls and funds management.
  • Assist in establishing, maintaining, and reconciling the office ledger.
  • Assist in preparing and reconciling bank statements and accounts.
  • Ensure transactions are properly recorded and reported through the Quick Books accounting software system.
  • Assist in preparing monthly, quarterly, and annual financial reports and transaction reports.
  • Maintain computerized accounting systems and records.
  • Maintain and monitor active accounts to ensure accurate records of project funds.
  • Prepare and process payments.
  • Prepare payment reconciliations.
  • Submit monthly financial reports to senior staff members.
  • Prepare financial forecasts.
  • Process all VAT returns and reporting.
  • Prepare expense reports for IREX office and project staff.
  • Maintain financial files and records;
  • Ensure compliance with donor and IREX policies and procedures as well as local law in all IREX expenditures.
  • Ensure compliance with donor and IREX policies and procedures as well as local law in all contracts, agreements, and sub agreements before they are signed, including but not limited to selection procedures; documentation requirements, compliance with approval authorizations and authorization levels.
• Administration
  • Coordinate and direct administrative support functions.
  • Provide support for event logistics and payments as required.
  • Manage staff leave tracking and as required, assist in maintaining the office payroll records, and employee payments.
  • Overall management of project vendors including timely payment.
  • Manage office inventory and supplies purchase.
  • Manage office facilities and lease, and office maintenance.
  • Manage office insurance.
  • Maintain financial files and records.
  • Manage office petty cash.
  • Manage procurement in compliance with donor polices and IREX regulations.
  • Perform other related duties as required.

Skills And Experience

• Legal Resident of Kenya with Authorization to Work.
• University experience; in possession of a degree/diploma in the field of Accounting, Finance, or Business Administration.
• Experience with the Quick Books accounting software package preferred.
• Knowledge and experience managing office financial and administrative environments.
• Knowledge and experience with Kenyan local tax and reporting process.
• Experience working with US government funding.
• Professional commitment and work ethic.
• 3 years of experience and knowledge of relevant tasks is preferred.
• 3 years working with NGOs in finance and administration is preferred.
• Strong command of English, both speaking and writing.

Physical Demands

Tasks involve some physical effort, i.e. some standing and walking, or frequent light lifting (2.5-5 kg.); or minimal dexterity in the use of fingers, limbs, or body in the operation of office equipment. Tasks may involve extended periods of time at a keyboard.
Extended period of sitting at a workstation or desk. Manual dexterity to work efficiently on a computer keyboard.

Task requires:

• Sound perception and discrimination
• Visual perception and discrimination
• Oral communications

Work Environment

All employees are responsible for their own safety, as well as that of others in the workplace. To help us maintain a safe workplace, everyone must be safety-conscious at all times. This position is performed in a typical office environment. The noise level in the work environment is usually quiet to moderate. While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts and vehicles. Safe use of IREX equipment, as well as safe practices while on IREX property is essential.

Disability Specifications

IREX will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990, and the Americans with Disabilities Act Amendments of 2008.