Finance and Administration Officer at Help Age International

Purpose of the Job:

• To provide effective financial management support to programmes by implementing HelpAge International’s Financial controls, policies and procedures through monitoring projects and programme budgets, reviewing and analysis expenditures, properly recording authorised transactions and reporting timely to both management and donors. S(he) will also be responsible for Office Administration, management of all procurement related activities in accordance with HelpAge Procurement policies and procedures.

Routine Financial Accounting Processes

• Maintain effective procedures and systems for financial management, reporting and internal control in compliance with HelpAge International and donor requirements.
• Provide monthly accounts in accordance with the organisation’s requirements and timetable.
• Prepare accurate monthly cash flow forecast and cash transfer requests to HelpAge HQ for smooth flow of operations.
• Process payments to suppliers and other contractors in accordance with agreed terms
• Correctly record income from HelpAge Country Office, and from any other source.
• Ensure all cash advances are accurately recorded and accounted for within the set timeframe.
• Oversee management of petty cash float and conduct petty cash count reconciled to the cash book every end of a week and end of a month.
• Set-up and maintain a filing and retrieval system for financial and administrative transactions in compliance with HelpAge and donor requirements.
• Liaise with local bank regarding all transactions and supervise designated staff in carrying out HelpAge routine banking tasks.
• Prepare Donor financial reports and submit to Finance Business Partner for review.
• Review Donor expenditure verification reports and ensure any recommendations and changes are fully implemented.
• Ensure compliance with Kenya’s statutory and other financial obligations such as tax, levies, and statutory returns.
• Train HelpAge Network Members/programme staff to improve on their financial management skills.

Management Accounting

• Share monthly management accounts (MANAC) with the Country Director for his review and appropriate action.
• Highlight to the programme Manager financial issues which require immediate attention/action.
• Ensure effective budgetary control is undertaken for all activities in close liaison with the responsible officers.
• Review activities fund requests against the budgets and approve after ensuring such requests are within the budget balance of the respective activity.
• Support Programmes Manager in the production of budgets as part of proposal development.
• Verify budget before approving any payment requests.
• Ensure that procurement policy, Value for Money, Anti-bribery policies are fully understood and implemented and any potential for conflict of interest are avoided procedural systems are in place and operate efficiently and effectively.
• Maintain assets and materials control systems including a fixed asset register and stores Ledger by ensuring that, all goods received and issued are well recorded in the store’s ledger, etc.
• Ensure Stored ledger is well balanced and reconciled with stock physical balances.
• Conduct/cause to be conducted periodical as well as yearend inventory.

External Audit preparation

Review all financial documents for all donors to ensure that:

• All payment vouchers are fully/properly authorised.
• All payment vouchers have sufficient supporting documents.
• All payment vouchers and their supporting documents are stamped “PAID” using relevant stamps. I.e., For ADH, ensure stamp with project symbol is stamped to all vouchers.
• Year-end process is well handled to ensure smooth closure of a financial year.
• Support in responding to Audit observations timely and implementing audit recommendations.
• Draft financial statements and the relevant schedules for statutory audit
• Liaise with auditors, both internal and external to facilitate smooth statutory and project audits and address any financial compliance issues.

Grants and Contracts Management

• Periodically visit partners and review their financial and administrative policies and procedures, identify shortcomings and train partners in such areas.
• Receive and review supporting documentation from partners.
• Prepare and submit to Finance business partner interim and final donor financial reports for review, at least one week before the due date.
• Prepare and circulate monthly monitoring (expense vs. budget) report to Programme managers as per the set deadlines for assigned project codes.
• Promptly follow-up and adjust monthly and interim donor reports based on feedback from the program managers.
• Discuss project performance with Project managers on a monthly basis.
• Review monthly donor reports with the relevant managers and point out areas with financial risks in line with donor conditions for the managers to take proactive corrective action.
• Support Network members in capacity development in Finance and Administration
• Participate in the grants kick-off meetings to ensure all award information is shared effectively with relevant staff across the organization and partners.
• Participate in proposal budget development in collaboration with program and MEAL team and advice on donor compliance requirements.

Administrative duties:

• Liaise with Office admin assistant in preparations of monthly staff meetings and send minutes to County Director
• Ensure office is well kept and provide conducive environment for workers to the best standards of office operation,
• Ensure office cleanness and smartness including proper arrangements of furniture, repairing broken furniture’s Coordinate office consumables including water, teas, electricity etc.
• Liaising with procurement officer/ driver (s) to ensure maintenance of automobiles and office accessories (vehicles, photocopier etc)
• Undertake physical stock-taking quarterly to ensure timely distribution of items in Store.

Safeguarding responsibilities

• To comply with all safeguarding framework policies and practices
• To Report and respond to safeguarding incidents reported by anyone connected with HelpAge work, using organizations’ internal reporting mechanism.
• To support staff to embed safeguarding measures in their role.
• Others
• Be part of the senior management (Programme Management Team) in Kenya office and participate in Risk Management
• Liaise with Finance Business Partner and seek advice/consult as appropriate.
• Other duties as may be required by the Country Director and Finance Business Partner.

Requirements

• Alignment with HelpAge Mission and Vision Statement and core values.
• Impeccable level of integrity in handling funds in an accountable and transparent manner.
• University degree in Accounting or Finance is required.
• Must be qualified and have proof of ACCA / CPA (K), registered with the Institute of Certified Public Accountants of Kenya (ICPAK).
• In-depth experience in all Accounting and Financial management areas with strong technical knowledge of International (GAAP, IPSAS), local financial reporting standards, and compliances.
• At least four years of experience in financial management.
• Excellent written and verbal communication skills, including articulating ideas and feedback constructively.
• Advanced skills with MS Office suite (Word, Excel, Outlook, and SharePoint) and familiarity with financial and accounting information systems.
• A knowledge of leadership, mentoring, management, analytical and organizational skills demonstrated by the ability to work independently and within a team, assess priorities, and manage various activities with attention to detail.
• Understanding the principles of adequate documentation and audit and the procedures necessary to ensure audit compliance.
• Right attitude towards risk management activities, including assessing and recommending effective internal controls and mitigation actions,
• Excellent analytical skills.
• Excellent project management skills.
• Excellent relationship and conflict resolution skills.
• Ability to work both independently and collaboratively with a team.
• Authorization to work in Kenya without sponsorship.