Finance and Administration Officer at Action Network for the Disabled (ANDY)

Job Details

We are looking for a talented Finance & Administration Officer to join our Siaya office team.

S/he will be under the supervision of the Finance Manager, and provide financial, administrative and office operations support to the team and projects as detailed below.

• FINANCE/ACCOUNTING (70 %)
  • Ensure all financial activities comply and are consistent with ANDY’s policies and procedures, international accounting and auditing standards and adhere to the terms and conditions of donor agreements.
  • Manage a sound cash management system and ensure sufficient funds are available in the office petty cash fund.
  • Compile all cash payment requests, for employees and consultants, for authorization and payment approval. Follow up accountabilities of expense and reimbursement claims.
  • Ensure time sheets for the field office staff are filled and signed and that these correspond to the time worked.
  • Ensure all consultants’ time sheets are filled and signed and that the fee invoiced corresponds to the time worked.
  • Verify the accuracy, validity and legitimacy of all procurement and creditors payments. Check completeness of all financial documents (purchase requests, invoices, vouchers, etc.) for payment from ANDY.
  • Keep and maintain all project accounting records in soft as well as hard form.
  • Responsible to maintain cash book, ledgers and trial balance for project office.
  • Responsible to submit the financial report to the finance manager for compilation, review and onwards submission to the donor
  • Maintain accurate and complete daily financial transactions records and supporting documents system, duly electronically filed and labelled for quick access.
  • Prepare monthly cash reconciliations and weekly cash count reports. Ensure clear audit trail of processed transactions and their linkage to the accounting system.
  • Management of project cash flow and preparation of monthly cash flow projections for the field office
  • Carry out any other tasks as assigned by the finance & administration manager
• OFFICE AND OPERATIONS ADMINISTRATION (15%)
  • Monitors administrative aspects of the project office/staff and evaluates discipline and punctuality of the staff
  • Ensure stationery and office consumables are replenished and purchase or procure other equipment and services as needed.
  • Ensure maintenance of attendance register in office and also confirm staff attendance level in the field
  • Maintain project finance and administration records including an asset register, consultancy contracts, various service and supply agreements.
  • Coordinate and provide administrative support for project events as required.
  • Make travel arrangements for project office staff and consultants.
  • Carry out any other tasks as assigned by the finance manager.
• PROJECT ADMINISTRATION SUPPORT (15%)
  • Oversee project staff and consultancy contract administration and perform quality assurance checks. Ensure compliance with the Kenya labor law, statutes, regulations, and policies and with ANDY’s internal policies and procedures.
  • Maintain systematic filing system of project references and other important project material
  • Assist consultants with project contractual/administrative issues. Actively maintain records of time sheets and other relevant details of project activities for all consultants.
  • Support project staff in project administration activities including inductions, advocacy campaign activities and provide regular updates to the programme teams as may be required from time to time.
  • Carry out any other tasks as assigned by the project manager.

QUALIFICATIONS

• Bachelors of Commerce Degree in Finance, Accounting or equivalent. Professional qualifications in CPA, ACCA.
• Minimum 3 years of experience in accounting, financial, and budget management, in similar position within non-governmental sector. Must also demonstrate substantial experience in an existing similar role.
• Experience from working with donors on financial policies and guidelines, grants management and maintaining ledgers and cash / bank reconciliations is an asset.
• Must be highly result-oriented, self-motivated, honest and have demonstrable analytical skills.
• Must be able to work independently, prioritize assignments, manage own time to meet deadlines, have positive attitude, pay attention to detail and handle work pressure.
• Excellent computer skills with proficiency in MS office (especially excel) and quick books accounting package.
• Excellent interpersonal, organizational, leadership and communication skills. Able to thrive in a multi-cultural environment and a growing organization and ability to work as part of a team.
• Personal qualities of integrity, credibility, dedication to the mission and vision of the organization and adheres to strong ethical professional values.