Finance and Base Administration Assistant at Action Against Hunger International

Summary of position

The Base Administrator will be responsible for day-to-day finance activities at West Pokot and will play a critical role in ensuring adherence to financial policies and procedures. These activities include general finance, budget, cash, and bank management at the base level and ensuring that all finance transactions are recorded in the saga cashbook on a daily basis in full respect of internal rules. He/ She will provide accounting and financial analysis to the West Pokot base staff and will ensure the submission of base financial reports based on internal deadlines in compliance with all accounting and financial reporting functions. The individual is also responsible for supporting Internal reporting including internal budget monitoring.

The incumbent is responsible for providing Human Resources Administrative Support to the base staff and enforcing the implementation of the organization’s policies.

 Purpose: 

The base administrator will be key in the day-to-day operation at West Pokot base. The officer will have the responsibility of ensuring all accounting procedures for the organization finances are safeguarded by following the monthly accountancy procedures. The officer will also be responsible for conducting monthly cash county, tracking of monthly expenditure, advance, forecasting tools as well as the review and analysis of monthly accountancy before submission to Nairobi. The holder of the position will also be key in submitting monthly base HR reports and supporting the capital office in preparations of monthly payrolls. In addition, the incumbent will be responsible in providing Human Resources Administration by ensuring all the staff adhere to the stipulated organization policies.

Essential job functions

MANAGEMENT OF THE FINANCES OF THE BASE

General Finance:

• Responsible for finance management at base level,
• Ensure proper implementation of Action Against Hunger’s financial rules and procedures.
• Responsible for the financial authorization of the expenses done on the base in compliance with financial procedures and monthly cash forecast
• Record all working advances in the advance book and follow up on their clearance by staff on a timely basis.
• To ensure that each cash & bank transaction is justified by an appropriate invoice/receipt, and to ensure the quality of receipts (name, patent no., stamp, description, date, amount, etc.)
• Responsible for proper & regular filing of all finance documents at the base.

Budget Management

• Where required and in consultation with the Field Coordinator, provide inputs to budget proposal design and procurement plan.
• Check availability of funds for all activities and expenses- validate the procurement requests and SPOs.
• Hold monthly Budget Follow up (BFU) meetings at base level and communicate feedback to Nairobi Finance office.
• Ensure that correct budget lines are used for each activity & expenses- link to PFU and BFU.

Cash & Bank Management:

• To ensure respect of Action Against Hunger’s finance procedures and Cash Management Policy at the base level.
• Monthly cash and bank reconciliation
• Ensure safekeeping of Action Against Hunger funds and assets
• Make cash count at least once a week and also at the end of each month (in writing)
• Consolidate the base cash forecasts. Ensure liquidity at base level- sending balances to Nairobi capital office, follow up on transfers to bases.
• Ensure base expenditures are in line with the approved cash forecast, analyze discrepancy between actual expenditures and cash forecast.