Country Finance and Admin Officer at Handicap International (HI)

Roles/Responsibilities

Responsibility 1: Regular keeping of the accounts

• On a daily basis, makes entries in the accounting Information System (IS) (and in the country IS if necessary), ensuring that the descriptions of the entries are accurate and consistent with accounting allocations and that all the required fields are completed, in keeping with HI’s chart of accounts (and the country chart of accounts if necessary).
• Takes delivery of supporting documents and translates the essential elements into one of HI’s working languages (English)
• Formalizes requests to create or close accounts journals in the accounting IS.
• Prepares all the documents for the monthly and annual closing of accounts.
• Creates Immo (fixed assets) sheets in the accounting IS and sends the fixed assets’ identification number to Logistics for recording in the Equipment Monitoring Chart.
• Assist in Preparation of With-holding Tax and Filling of the I Tax
• Prepares any supporting documents asked for by internal or external auditors.

Responsibility 2: Archiving accounting documents

• Produces the accounting documents slip
• Ensures the legibility and regular scanning of supporting documents
• On a monthly basis, archives scanned documents on a server and paper documents in a location that guarantees their physical integrity.
• Sends supporting documents (paper or digital format) to their final storage locations

Responsibility 3 :Makes payments and pays advances

• Pays in and disburses money from the cash boxes for which he or she is responsible and records the movements in a cash ledger.
• Pays advances, records them in an advance ledger and clears them.
• Regularly checks the cashbox balances against the cash ledger and the advances ledger.
• Monitors the availability of cash in the cash boxes and alerts the Treasurer if there is a risk of shortage.
• Prepares cheques and bank transfer orders, submits them to the bank signatories and keeps a copy.
• Monitors the number of chequebooks available and orders new ones as necessary.
• Adheres to security and safekeeping procedures and alerts his or her supervisor in the event of an incident.
• Carries out cash inventories and informs the accountant of any outstanding advances at closing of accounts

Responsibility 4: Ensures the quality and availability of supporting documents

• Checks the admissibility of the supporting documents with regard to HI and country rules and transmits these supporting documents to the accountant for recording in the accounting Information System (IS) and archiving.
• Monitors advances and their supporting documents.
• Prepares any supporting documents asked for by internal or external auditors

Responsibility 5 : Contributes to the quality of personnel administration for HI staff present in his/her geographical area.

• Rolls out personnel administration policies, processes and tools in his/her geographical area.
• Organizes staff briefings on administrative matters and local employment conditions
• Produces documents and applies regulatory procedures concerning personnel administration
• Ensures that personnel files are archived in compliance with HI’s rules***.***
• Ensures the obtaining, monitoring and renewal of visas for international staff that can be carried out locally
• Is responsible for implementing and monitoring the R&R policy in his/her geographical area
• Assists the Finance and HR Manager in implementing the payroll process within their scope of responsibility, ensuring compliance with HI's legal, social, and policy obligations.

Responsibility 6 :Logistics

• Support office procurement requests and undertake processes in line with HI procurement procedures
• Draft necessary procurement documents for validation
• Manage communications with prospective suppliers through email preferably
• Follow-up with suppliers if needed
• Ensure the non-winning suppliers receive notification from HI about the status of their offer
• Support in the verification of procured goods/services/works and to ascertain the conformity of the item to Technical Specifications and Quantities
• Proactively search the market for new suppliers that may provide better service or value for money for HI procurement, to update the supplier list database
• Make sure that all supply and procurement documents have been filed properly and in a safe place
• Support in following-up the physical management of HI supplies stocks within the office storage
• Support in following up stock management procedures of this very specific supplies (Refreshments, stationery, equipment…)
• Support in searching for and identify available premises according to HI needs
• Monitor the premises utility contract costs (water, electricity, etc.)
• Support the logistical organization of project seminars and training

YOUR PROFILE :

Educational background and experience

• Bachelor's Degree in Finance from a recognized university.
• Minimum 2 years’ experience in the field of finance and HR
• 1 year experience in Logistics especially in procurements is desired

Professional Skills

• Cash Flow and Accounts management
• Personnel administration
• Pay Roll
• Procurement process

Cross-Cutting Skills

• Communication
• Problem-Solving
• Interpersonal skills
• Facilitation skills
• Mentoring and coaching
• Stress management

Computer Skills

• Very good Knowledge of MS Office Suite

Language skills

• English and Kiswahili