Finance & Administrative Associate (2 Positions) at Gold Star Kenya

POSITION SUMMARY:

• Working under the supervision of the Senior Finance Officer, Senior Procurement Officer and Senior HR, Admin & Operations Officer, the Finance & Administrative Associate will provide finance, procurement and administrative support functions for the county-based field offices (Baring& Samburu) for an upcoming project. This will involve providing logistical and financial support ttechnical project staff members during field-based activities, supporting finance, procurement and administrative functions in the project field office acting as custodian of the petty cash, assets/inventory list at the field office.

SPECIFIC DUTIES AND RESPONSIBILITIES:

Financial Support:

• Facilitate payments for participants during trainings and other program activities, ensuring accuracy and timeliness.
• Act as custodian of the program’s petty cash, ensuring proper recording, reconciliation, and reporting.
• Support finance staff in managing daily financial activities and preparing financial reports as needed.

Administrative Support:

• Provide logistical support ttechnical staff in organizing trainings, meetings, and events, including venue arrangement, catering, and participant communication.
• Prepare and maintain accurate financial and administrative records, including filing documentation for easy retrieval and audit purposes.
• Take and file meeting minutes tdocument decisions and action points for future reference.
• Supervise the office assistant tensure office maintenance is satisfactory.

Procurement Support:

• Assist with procurement processes, ensuring compliance with organizational policies and procedures.
• Maintain an up-to-date inventory of program assets and supplies, ensuring accurate tracking and usage of resources.
• Prepare and submit periodic program procurement plans tthe procurement department tensure timely and well facilitated program activities.

Asset and Inventory Management:

• Serve as custodian of the program’s inventory, maintaining a comprehensive and accurate asset list.
• Conduct periodic checks tconfirm location of assets custodian and functional viability and report any repair and replacement requirements where necessary.
• Reconcile the program asset with any write-offs or replacements tensure proper usage and safeguarding.

Compliance and Record-Keeping:

• Ensure compliance with finance and administrative policies, reporting issues or discrepancies as necessary.
• Organize and file all financial and program-related documents for easy access and audit-readiness.

MINIMUM REQUIREMENTS: QUALIFICATIONS, KNOWLEDGE, SKILL AND ABILITIES

• Bachelor’s Degree in Commerce (Accounting/Finance option) or a related field and at least 2-years’work experience preferably in an NGset up.
• Proven experience in accounting, preferably in program management or similar environment.
• Knowledge in Excel and QuickBooks system is a MUST.
• Knowledge of finance processes, systems and principles. Experience in donor-funded projects would be an added advantage.
• Excellent written and verbal communication skills with the ability tinteract effectively with diverse stakeholders
• Highly organized individual, tactful, has initiative and able tmultitask and work well under pressure.
• Ability twork independently, prioritize tasks, and meet deadlines in a fast-paced environment.
• High level of professionalism and discretion in handling confidential information.