Finance and Administration Officer- German Red Cross at Kenya Red Cross Society

Overall Purpose

• The purpose of the Finance and Administration Officer is to assist in the proper application of financial procedures and provide administrative support to ensure smooth and efficient operation of the German Red Cross Kenya Office and the Regional Representative for Africa.

Scope of the role:

• The Finance and Administration Officer is managing the financial and administrative tasks, it is a blend of financial management and administrative support

Duties and Responsibilities

• Lead the technical development and implementation of the upgrade from Dynamics NAV 2016 to Dynamics 365 Business Central.

Financial Operation:

Accounting

• Responsible for obtaining required supporting documents, verification with approved budget and authorization signature by the relevant personnel.
• Prepare cash payment voucher and disburse cash for working advance & per diem to the requesting staff member after the approval of head of office and finance delegate.
• Prepare transaction entry form for bank & cash transactions related to GRC Nairobi Office.
• Make entries in GRC accounting software- for all transactions related to GRC Nairobi office. Before booking, ensure that all procurements are in line with GRC policy and procedures
• Daily accounting for the GRC Nairobi office in compliance with the German Red Cross rule and regulation.
• Scan and file accounting documentation.
• Implement standardized filing and archiving system
• Ensure monthly running of balance sheet items and share reconciling items with the Finance Delegate and the Head of Office as well as the Regional Representative for Africa.
• Preparation of cash forecast for the office needs to ensure enough liquidity is available for implementing the approved budget.
• Check that incoming invoices agree with supporting documentation and German Red Cross procurement procedures.
• Perform monthly cash counts.
• Support in case of preparation of the audit
• Registering the inventory list in the GRC financial system.
• Providing translation of the vouchers when needed.
• identify and help mitigate potential financial and operational risks.
• Supporting additional projects in the country depending on GRC program development.
• Supporting Regional Representative for Africa, the Head of Office and Finance Delegate in the preparation, revision of the budgets
• Liaise with Kenya RC finance team regularly to ensure advances are closed, GRC policy and procedure are disseminated and understood by all relevant colleagues

Reporting:

• Preparation of the monthly and annual reconciliation of the balance sheet items cash, bank, accruals and working advances.
• Preparing the monthly financial report generated by the GRC financial system, as well as the annual financial report, which is duly signed by the GRC Head of Office and validated by the GRC Finance Delegate.
• Generating the inventory list report.

 Program Finance

• Support the development of programs, ensure all relevant costs are included in new potential programs, in close coordination with GRC delegates
• Support oversight of budgets with program staff, facilitate budget revisions if and when requested.

Administrative Support:

• Responsible for the general office operation including the procurement of the office supplies managing office facilities and liaising with service providers ensuring proper invoicing, payments, and service delivery.
• Coordinating and following up with the Kenya Red Cross on the procedures for maintaining and managing the status of the GRC delegates in the country.
• Ensuring that all payments to the national society are made promptly and accurately recorded.
• Assisting the GRC Head of Office, Regional Representative for Africa and other delegates with any administrative matters related to their work.
• Organizing meetings, conferences, and staff events if needed, including logistics and arrangements.
• Develop, verify, correct comparative bid analyses to ensure timely implementation of activities in close coordination with relevant GRC Delegates.

Desired Competencies

• Degree in finance/accounting/business administration/economics or similar qualification.
• Professional qualification in accounting (ACCA, Chartered Accountant, CPA or equivalent).
• At least three years working experience in a similar role in the international humanitarian/ NGO/Non-profit sector.
• Fluent spoken and written in English
• Experience working in an international audit or accounting firm would be an added advantage.
• Red Cross Red Crescent experience would be an added advantage.

Knowledge, skills and languages

• Advanced knowledge of accounting concepts, financial management and use reporting applications (e.g. Fundspro and Advanced use of excel).
• Understanding of internal control and treasury management concepts.
• Advanced skills in computer productivity applications (Word, Excel, PowerPoint and Outlook.
• Abide by and work in accordance with the Red Cross and Red Crescent principles.
• Fluency in English a requirement. Work proficiency in a regional language an asset.
• Fluency in relevant IT tools, including with Microsoft Office.

Desired attributes

• Very good ability to work towards achieving objectives and results.
• High level of financial discipline and integrity.
• Attention to details and accuracy .
• Ability to meet deadlines with the minimum supervision.
• Very good ability to be solution oriented.
• Collaborates well with others and supports others in the pursuit of team goals.