Finance and Administration Officer at Sense International

The Purpose of this Role

To provide a key role in the management and monitoring of Sense International Kenya’s finances, procurement, and administration (including support to human resources) under the supervision of the Regional Finance Manager, and to support the Director to ensure effective running of Sense International Kenya as an organization and efficient implementation of Sense International Kenya’s projects.

Key Areas of Responsibility

Record Keeping and Financial Administration

• Prepare monthly financial reports for the Director, the Programmes team, Programme Funding Manager, and the team at Sense International UK.
• Be responsible for all financial record keeping in the SUN system and ensure the information is in line with SI Kenya budgetary guidelines.
• Ensure that all finances are properly administered and monitored in accordance with SI Kenya’s Finance Manual.
• Ensure the timely provision of financial information when requested.

Sense International Budgets

• With support from the Regional Finance Manager (RFM), prepare information and accurate forecasting for input into the budget process.
• With support from the RFM develop the annual SI Kenya budget working with colleagues.
• In liaison with the RFM, prepare quarterly financial reports and provide expenditure verification to Sense International UK on request.

Donor Budgeting, Compliance and Reporting

• Participate in and contribute to budgetary planning meetings, funding proposals for specific donors, and support the Programme Funding Manager on preparation of bids.
• Develop and monitor budgets for donor funded projects working with the Programmes Team and reforecast these as needed.
• Advise programme staff on adherence to donor specific financial procedures with support from the RFM.
• Support the RFM to ensure the timely provision of financial information when requested, such as for donor, quarterly or annual reporting or at the end of a donor funded project.

Banking, Requisitions and Petty Cash

• Supervise the tracking and maintaining of petty cash reconciliations.
• Supervise the monitoring of the bank balance, maintain bank records, perform monthly bank reconciliations.

Partners

• Provide financial management support to partners, e.g., helping them establish systems of book-keeping and effective record keeping, ensuring compliance with the agreed budget and best use of funds, monitoring adherence to all financial aspects of the partnership agreement with SI Kenya.
• To monitor partner organizations to ensure financial compliance, the alignment of activities to the budget lines, and compliance with procedures as stipulated by Sense International UK and donor requirements.
• To execute all financial transactions to partners on a monthly basis, with the authorization of the Director.

Audit

• Support the RFM and Director with internal, external and project specific audits.
• In liaison with the RFM, ensure annual returns and audit reports are provided to the relevant government agencies.
• Support the RFM to ensure that Sense International Kenya complies with all statutory requirements, including compliance with laws and regulations governing companies and NGOs and those governing employee rights and payment of taxes to KRA.

Procurement

• Assist, in consultation with the RFM, for the procurement of goods and services, ensuring that appropriate quotes are obtained and that invoices are paid without delay.
• Manage the correct implementation of the procurement system with strict adherence to thresholds (e.g., when three quotes are needed).
• Ensure staff are aware of the procurement processes and oversee the implementation.

Office Administration

Support the RFM to ensure the following:

• Insurance: the timely renewal of all insurance premiums that are due (including medical insurance, office equipment insurance, car insurance etc.)
• Utilities: the payment of utilities and bills, liaising with suppliers as needed, considering cost effectiveness and available budgets.
• Assets: the maintenance of the asset register (with serial numbers) and ensure safe custody of office assets, including computers, laptops, contents of the safe, petty cash, camera, projector, and vehicle.
• Records: the safe keeping of financial records to meet legal and tax requirements.
• Logistics: the effective logistics for programme work, e.g. well maintained vehicle for field work, suitable environment and organization of meetings with external entities, booking of flights for staff and other entities, etc.
• Office systems: the administration of office systems including filing systems with the support of the Office Assistant.
• Perform other duties as required or assigned which are reasonably within the scope of the duties in this job classification.

Safeguarding

• Ensure familiarity, and compliance with, Sense International’s child and vulnerable adult protection policy, and Code of Conduct for staff.
• Report any concerns or suspicions regarding safeguarding violations using the Sense International procedures and appropriate Government reporting channels.

Person Specification: Finance and Administration Officer

Qualifications and Experience

Essential Criteria

Desired Criteria

• Education to Degree standard or equivalent, in Commerce, Accounting and or Business Management or Business Administration
• Substantial experience (at least 5 years) in financial and administrative operations, preferably in an NGO setting.
• Must be a Kenya national or with legal right to remain and work in Kenya.
• Demonstrated ability to monitor budgets, report on variances, and highlight concerns.
• Demonstrated commitment to ensuring that the finance and administration function works collaboratively with other departments to deliver organizational goals.
• Demonstrated ability to prepare and present accurate and timely financial statements in accordance with donor requirements, relevant regulations, and legislation.
• Proven ability to implement and monitor highly effective and efficient financial controls.
• Demonstrated understanding of Kenyan NGO regulations and statutory reporting requirements.
• Demonstrated understanding of the important of Safeguarding and the basic principles involved.
• Relevant financial management qualifications (ACCA or CPA K desirable)
• Masters degree in finance or business management
• Understanding of the importance of Safeguarding and the basic principles involved.
• Experience in supporting financial auditing processes.

Desired Criteria

• Relevant skills and knowledge in financial and operational management.
• Computer literate with a good knowledge of MS Word, MS Excel, MS PowerPoint, MS Outlook and Zoom / Skype / MS Teams.
• Proven ability to motivate teams be a team player.
• Excellent interpersonal skills, including written, verbal and presentation skills used in international settings.
• To be an independent worker and self-starter with close attention to detail at all times, including when under pressure.
• Willingness to identify with and promote the values of Sense International.
• Willingness to travel within Kenya
• Strong administrative and organisational skills.
• Experience in using Accounting Software packages.