Finance and Administration Officer at We World

Job Summary:

• Working as an important member of a diverse team who are committed to serve the world’s most vulnerable communities especially women and children around the World.
• Ensure proper management and utilization of donor funds disbursed to Narok Office and WW Partners in Narok, according to outlined procedures in the partnership agreement and in accordance to Partner Financial policies. Prepare all financial reports for Narok office, both hard copies and softcopies, ensure all are in compliance with set policies and budgets and send to the Coordination office in time.

Main Duties and Responsibilities
Finance Tasks

• Ensure that the financial reports adhere to We World and other donor guidelines
• Monitoring of project cash flows, and timely preparation of requests from the donors
• Responsible for safeguarding the organization’s assets, in close coordination with the Project coordinator and procurement Officer in Nairobi
• To support program staff to ensure that the reports are delivered on time and are of good quality, according to WeWorld and other donor standards
• Prepare Narok office and partner import files and input the same in SQUARE. After, import the report from SQUARE, share with the partners and update the Financial Plan accordingly to be shared with Coordination in Nairobi
• Assist with annual external audits by ensuring that all documentation is availed in a timely manner
• Liaise with Coordination in Nairobi and ensure that vendors are paid on time and that all support documentation has been availed and meets WW and donor procedures and rules.
• Process cash payments and ensures all transaction are well documented and vouchers properly filed
• Ensure adequate cash at all times in the field office
• In collaboration with the Head of Finance and Administration, the Project Coordinator and Country Representative, you will identify areas for further improvement on financial management and define frameworks, procedures and indicators oriented towards improved organizational and financial management
• Review cash requests from the partners and disburse funds to the field for approved program expenses
• Monitoring the budgets and make sure that it is in line with the funding received;
• Ensure that a proper and transparent filling of all documents relating to finance is present and updated in the offices;
• Under the supervision of the Head of finance undertake scheduled partner visits to carry out Interim Monitoring Mission and generate reports on the same detailing your findings and areas of partner improvement
• Assist We World office to run smooth internal and external audits of the project;
• Cash book management and registration in the accounting overall system of the organization (SQUARE);
• Ensure that a transparent and proper system of authorizations is implemented and monitor constantly that this is updated and filed accordingly;
• Supervise that staff travel expenditures are undertaken according to the funds available and the estimation given, when needed.

Admin Tasks

• Ensure We World and donors regulations (such as PRAG) are adhered to in all procurement of goods and services;
• Maintain the staff leave follow ups for the various offices in consultation with the HR Officer
• Manage the filing, storage and security of documents;

Perform other related duties as required.

Minimum Education, Qualifications & Experience Required:

• Bachelor’s degree in finance, accounting, or similar
• CPA part 2 or equivalent
• ICPAK membership will be an added advantage
• At least three years of proven previous work experience in as similar role with an NGO
• Practical experience with accounting software (such as QuickBooks), spreadsheets (such as MS Excel), and databases (such as MS Access)
• Valid certificate of good conduct
• Able to quickly learn and adapt to new software and processes
• A solid understanding of bookkeeping procedures including crediting and debiting appropriate accounts, posting entries to ledger accounts, and reconciling accounts
• Effective written and verbal communication skills
• Works well in a team environment and with upper management
• High level of critical thinking and logical analysis
• Good organizational and time management skills
• Able to work well under pressure and meet all deadlines
• Always keeps the highest standards of compliance and confidentiality