Finance & Administration Officer at Kenya Legal & Ethical Issues Network on HIV and AIDS (KELIN)

Location: Nairobi, Kenya with frequent field travel

Reporting to: Finance and Administration Manager

Starting date: ASAP

Job description

KELIN Kenya is looking for an ambitious and driven individual to take  up  the  role  of  Finance and Administration Officer. The  ideal candidate will play an active role in assisting  the Finance and Administration Manager in the day to day running of the department. The position will require a native understanding of, and professional training in accounting (CPA-Certified Public Accountant). Additionally, the successful applicant will be expected to work with computerized accounting systems and to maintain accurate and meticulous  financial records that will be critical in the overall planning and implementation of all the thematic areas’ programs and activities. As the Finance and Administration Officer (FAO),  they will also be required to support the thematic areas in providing reports to donors, and ensuring the smooth functioning of the department by assisting in the implementation of HR policies, procedures, and administrative systems.

The Finance and Administration Officer will provide the KELIN team with appropriate finance, human resource and administrative support to effectively implement program activities as outlined below:

Responsibilities

Finance

• The F&A Officer will be responsible for maintaining KELINs financial integrity, preparing all financial reports efficiently, and by following international financial reporting standards, international accounting standards, as well as other relevant donor requirements.
• In consultation with Finance and Administration Manager (FAM), regularly review and implement budgets and take part in resource mobilization activities based on the Resource Mobilization Guide and KELIN Strategic
• Establish program financial management systems, procedures, and controls to ensure consistency with KELINs Standard Operating Procedures and the relevant donor and government
• Coordinate requests for funds to ensure all programs have necessary funding for operations, coordinate and oversee the tendering and procurement of services and products required for smooth operations of the
• Advise program staff on financial health through the provision of regular and timely financial expenditure
• Review and approve all vouchers prepared (disbursement, receipt, and general journal vouchers) for expenditures and ensure that expenses are reasonable, allowable, and allocable to the
• Produce budget projections, analysis, and reports for review and action by the Finance and Admin
• Coordinate all audits within
• Coordinate financial and contractual requirements for grants to local organizations and technical services provided to the program.

Human Resource:

• Oversee payroll procedures and HR policies for all staff; ensure adherence to Kenyan labour laws, and manage all tax
• Ensure personnel files are well kept and regularly
• Coordinate recruitment and induction of the new staff in line with KELIN
• Assist in leave management.

Administration:

• Assist in arranging logistics for various activities within the entire
• Develop and maintain effective office systems (e.g. IT support, office maintenance, fixed assets, supplier contract) and ensure they comply with KELIN
• Design and maintain a proper filing and administrative system for the entire organization.
• Maintain, monitor, and order all office and stationery supplies for both the Nairobi, and field
• Assist in the administration of petty cash for both offices. Required qualifications and experience.
• Bachelor’s degree in Commerce, Finance or Accounting.
• Certified Public Accountants’ holder or relevant
• At least 3 years’ experience in finance, HR and office administration; ideally for an
• Experience in setting up and implementing
• Experience in book keeping and computerized accounting
• Experience in reporting to donors in an NGO
• Experience in HR policies, procedures, and administrative
• Experience in setting up and implementing office

Qualifications

• Commitment to accuracy and attention to detail
• Excellent interpersonal skills and ability to relate to people at all levels internally and externally. Ability to plan, strike balance, and cope with competing priorities
• Good written and verbal communication
• Computer literacy – skilled and confident user of Microsoft office applications such as Word, Excel, PowerPoint, Outlook and calendar
• Fluency in English