Administrative and Finance Assistant at American International Health Alliance

Department Finance

Reports to Administrative & Finance Officer

POSITION SUMMARY: Under the direction of the Administrative & Finance Officer (AFO), the Administrative and Finance Assistant (AFA) will be responsible for supporting the various administrative and financial tasks within the DREAMS (Determined, Resilient, Empowered, AIDS‐free, Mentored, and Safe) project offices.

ESSENTIAL ROLES AND RESPONSIBILITIES:

Finance Responsibilities:

• Ensure all completed transactions are sufficiently supported by third party receipts or any acceptable justifiable evidence.
• Ensure all completed transactions are sufficiently approved and have all approval documents on file.
• All completed transactions are arranged by date order that match chronological order of cash logs.
• Monitor and update the schedules for the account receivable and account payable on a daily basis.
• Follow up on reconciliation of advances with partners within 10 days to ensure compliance.
• Provide oversight of partner and staff travel reconciliations to ensure compliance.
• Provide financial guidance in the development of monthly, quarterly and annual budgets.
• Support the AFO to provide monthly, quarterly and annual financial reports to be disseminated to the Programs team and leadership.
• Manage petty cash aligning with AIHA and USG financial protocols and procedures
• Responsible for providing budgetary support to the AFO and Programs team as required
• Oversee county‐level accounting processes to ensure transparent and compliant financial transactions

Administrative Responsibilities:

• Support the Programs team to ensure all required programmatic and administrative supplies are procured in a timely manner and in compliance with AIHA’s procurement policy.
• Arrange travel logistics for the AIHA/Kenya staff and applicable partners/stakeholders as needed.
• Support the monthly payroll management processes under the guidance of the AFO.
• Provide guidance and administrative support on human resource matters both required by Kenyan labor law and AIHA policy.
• Coordinate the distribution of program supplies to project sites as required.
• Ensure all administrative and financial documents are filed per AIHA requirements.
• Ensure that offices are well maintained and kept in sanitary condition.
• Keep AIHA/Kenya staff updated on upcoming events or activities; update the AIHA global program calendar on upcoming program activities.
• Any other duties as applicable and required

REQUIRED QUALIFICATIONS:

• Bachelor’s degree required in Accounting, Finance, Business Administration or equivalent.
• A minimum of three (3) years’ work experience in Accounting and/or Finance in NGO programs, with a preference for United States Government (USG) funded programs.
• Proficiency with computers and current computer software (Microsoft Word, Excel, Access, QuickBooks, Internet).
• Experience with U.S. Government donor compliance and reporting.
• Experience leading payroll management and processing functions and familiarity with Kenyan labor law requirements for statutory deductions, etc.
• Ability to handle multiple tasks and to set priorities. Possess strong organizational and customer service skills. Detailed oriented.
• Excellent written and verbal communication both in English and Swahili.
• Commitment to understanding and responding to the most urgent needs and rights of vulnerable youth and HIV/AIDS positive children and their families
• Ability to work effectively with diverse coworkers and project participants
• Must be very dependable and detail oriented
• Effective and diplomatic communicator at all levels
• Personal and professional maturity and judgment
• Willingness to work additional hours in order to meet tight deadlines.
• Must be willing to travel in‐country
• Ability to handle multiple tasks simultaneously in a fast‐paced environment, set priorities, work independently and in a team environment