Finance and Administrative Assistant at Kenya Red Cross Society

The Finance and Administrative assistant will provide administration, Human Resources, logistics and finance support to DRC Kenya Office, with particular focus on supporting the Country Finance Officer in the effective and timely financial management DRC supported programmes in Kenya as well as efficient running of the DRC office in Kenya. 

He/she will part of the Kenya Country Office team and will report to the DRC Country Manager (Line Manager), while also maintaining a technical and supervisory reporting line to the Country Finance Officer and Regional Finance Manager. 

Key responsibilities                                                                

• Processing the booking of all entries into the accounting system.
• Ensure monthly reporting of country office accounts including reconciliations for petty cash, bank, and intercompany account
• Maintain financial records/documentation and an appropriate and efficient financial filing system according to the filing system / guidelines
• Process Country Office payments
• Support annual audits of Country Office Accounts
• Maintain the CO asset register
• Support the preparation and monitoring of CO Master Budget through a monthly or quarterly budget monitoring/reporting process
• Prepare the quarterly consolidated financial program reports
• Support in quality control of cash requests and quarterly financial statements submitted by partners through the responsible delegates and other staff
• Support in the development of (and adjustments to) financial budgets and reports
• Ensure correct posting of transactions booked to programs
• Advise on program financial and administrative systems and procedures including on corruption, fraud, or misuse of funds
• Periodically undertake field visits to provide on-site support and financial management capacity development
• Support the CFO in close coordination with the Regional Office, HQ and Country Team, the compliant completion/closure of projects, including but not limited to, financial reporting, final external audit, updating of the country project and program portfolio overviews and the recording in the accounting system
• Undertake on a quarterly basis spot checks on the KRCS transactions incurred during the reporting period.
• Administration, HR, and Logistics tasks     
• Ensure administrative procedures in the Country Office are up to date, including the financial filing system, vehicle log systems, staff leave among others
• Provide office staff with relevant Administrative and HR tasks support including procurement, organizing meetings and workshops, mission order filling, travel requests support and welcoming and supporting settling in of DRC visitors. 

 Communication in relation to the tasks

•  Day to day communication with the DRC Country Manager
•  Day to day communication with the DRC Country Finance Officer
•  Coordination and regular communication with the DRC staff in the country office, Regional Office and at HQ
•  Communication with the relevant staff of KRCS
•  Communication with DRC delegates and visitors to Kenya

Competences requirements

• Professional/academic qualification in finance or accounting (min. degree in business studies)
• Professional qualification in finance or accounting (ICPAK)
• Relevant experience of minimum 3 years in finance management and administration
• Experience in preparing budgets, financial reports, and monitoring of budgets
• Those with audit experience will have an added advantage
• Strong communication skills, both written and verbal
• Full proficiency in Microsoft Office and Advanced proficiency in Excel Personal skills:
• Structured and good at planning
• Intercultural competencies, open-mindedness, and patience
• Able to work in a team
• Flexible and adaptable to changing working conditions
• High degree of integrity, pro-active and discretion in personal conduct
• Self-motivated, with good judgement and initiative
• Able to prioritize tasks and meet deadlines
• Communication, coordination, networking, and facilitation skills

Closing: 13th July 2022