Finance & Admin Officer at Phina Consultants LTD

Finance & Admin Officer

Overall responsibility is to implement the Finance and Administrative Functions of the Secretariat and supporting the implementation of the Program Functions. The individual will be responsible for supporting the financial, human resource and administrative functions of the organization, having oversight over organizational financial, human, and administrative resources.

DUTIES AND RESPONSIBILITIES

Financial Management (60%)

• Provide support on overall financial oversight and monitoring, including in development and implementation of sound fiscal management practices and internal controls.
• Support in review and monitoring of the internal control policies and procedures to ensure preparation of reliable financial statements and the safeguarding of organization’s assets.
• Support in maintaining and updating a comprehensive accounting operations policies and procedures manual.
• Support in managing and overseeing monthly accounting processes, including bookkeeping, payroll management, invoicing, and financial tracking of restricted grants
• Support in ensuring Organization’s compliance with all relevant authorities and financial reporting standards.
• Support in advising on financial decisions including investments and cash flow management among others.
• Support in implementing methods for minimizing financial risk to the organization.
• Support in reviewing financial data and prepare monthly and annual reports
• Support in coordinating the annual audit process; ensure external audits and assessments are done timely
• Support in development of the annual budgeting and planning process in conjunction with the CEO and Head of Finance and Admin; administer and review all financial plans and budgets; monitor progress and changes.
• Assist in carrying out procurement functions for the association
• Work with other managers to support all business development strategies for the Organization
• Work hand in hand with the officer to implement a robust contracts management and financial management/ reporting system; ensure that the contract billing and collection schedule is adhered to and that financial data and cash flow are steady and support operational requirements.
• Other duties, projects, and responsibilities as assigned by the CEO and Head of Department

Human Resources (20%)

• Work hand in hand with the Head of Department to develop and review human resource policies and procedures for the Organization.
• Support in maintaining administrative staff by supporting the CEO and HOD in the recruitment, selection, orientation, and training of employees;
• Support in maintaining a safe and secure work environment.
• Assist in developing strategies for talent acquisition, retention and development
• Work with HoD towards developing personal growth opportunities for employees.
• Support the CEO and HoD to accomplish staff results by communicating job expectations; planning, monitoring, and appraising job results; coaching, counselling, and disciplining employees; initiating, coordinating, and enforcing systems, policies, and procedures.
• Other duties, projects, and responsibilities as assigned by the CEO and HoD

Administration (20%)

• Work with HoD to oversee administrative functions as well as facilities to ensure efficient and consistent operations as the organization scales provide communication systems by identifying needs; evaluating options; maintaining equipment; approving invoices.
• Support special projects by organizing and coordinating information and requirements; planning, arranging, and meeting schedules
• Provide historical reference by developing and utilizing filing and retrieval systems.
• Improve program and service quality by devising new processes and programs, updating procedures.
• Work towards establishing and managing a comprehensive training program to educate employees regarding staff tools, policies, and procedures.
• Other duties, projects, and responsibilities as assigned by the CEO and HoD

QUALIFICATIONS

• Bachelor’s Degree in Business Administration, Accounting, Finance or related field.
• Qualifications in accounting CPA-K.
• Experience in Audit is an added advantage.
• At least three 5 years’ experience in a similar position.
• Excellent administrative skills
• Good inter-personal skills and ability to work in a team
• Ability to organize multiple tasks and prioritize appropriately
• Ability to handle confidential information in a discreet and professional manner
• Excellent written and verbal communication skills
• Commitment to development principles of the organization
• Experience working with the Microsoft Dynamics
• A flair for figures and analysis
• Previous experience in short term or long-term consultancy assignments.