Finance and Procurement Officer at Mennonite Economic Development Associates (MEDA)

Key Responsibilities:

Cash and Vendor management 

• Prepare monthly cash need to inform Cash request.
• Review of procurement documents to ensure appropriate bidding, invoices, delivery notes before payment. 
• Prepare payment vouchers and cheques for approved payments. 
• Verify petty cash expenses and support documents from all MEDA site offices.
• Maintain a vendor register and associated MOUs.
• Maintain contract register.

Procurement 

• Act as the secretary to the procurement committee 
• Convene all procurement committee meetings. 
• Procurement of office requirements - Ensure procurement policies and procedures are adhered to for all purchases made.
• Procurement documentation – In conjunction with the members of the procurement committee, raise request for quotation, prepare bid analysis and prepare minutes to the procurement committee meetings.
• Raise local purchase orders and service contracts for all awarded job. 

Asset and Inventory Management 

• Maintain accurate records for all the fixed assets / inventory monthly.
• Prepare monthly depreciation schedule. 
• Conduct quarterly asset verification exercise. 
• Review office inventory records before replenishment avoid pilferage or wastage.
• Review vehicle fuel monthly usage and recommend for card top-up.  

Staff advances Management 

• Review all staff travel advances and reimbursements.
• Review staff travel expense reports with a kin eye on authenticity of receipts and expense approvals.
• Ensure timely payment of staff advances and claims.
• Reconcile staff advances accounts.

Other duties 

• Assist in preparing financial reports.
• Assist with collecting financial information for the monthly, quarterly, and annual
• Assist with the implementation of the audit plan & ensure all documents are in order.
• Support the finance team members when absent, as may be delegated from time to time in writing; performing reconciliations, reviewing internal finance documents, making internal control recommendations, and closing matters as needed.
• Implementing internal controls & policies to comply with donor & GOK requirements 
• Assist in sub-grantees management process; budget reviews, financial reporting, capacity assessment, capacity building, audit, funding and ensuring compliance to internal policies, Government of Kenya laws, MEDA and donor regulations.

Any other duties and/or requirements as assigned 

Job Requirements for All Staff:

Organizational Policies and Procedures

• Ensure and adhere to all MEDA management, professional, finance, audit, legal, human capital, security, corporate and other policies as required
• Prepare quarterly and other required internal reports and planning documents
• Complete and participate in all training as required

 Organizational Culture

• Appreciation, understanding and commitment to MEDA’s mission, creating business solutions to poverty
• Demonstrate MEDA’s Core Performance Values: Collaboration, Respect, Entrepreneurship and Accountability

 Image and Engagement

• Adherence and demonstration of MEDA image according to MEDA values
• Comply with board approved brand strategy
• Promote MEDA thorough speaking engagements, media appearances and convention as require

Position Qualifications:

• University degree in Accounting or business related field.
• CPA certification-At least CPA2  
• At least 3 years of experience working at a similar role, preferably within a donor funded project/organization. Advanced use of MS office packages, and database management tools. 
• Demonstrated experience working with different accounting software, and ability to learn quickly on the job. 
• Communication: Fluency in written and spoken English and Swahili

Additional Qualifications:

• Appreciation and support of MEDA’s mission, vision, and values   
• Understanding and appreciation of business principles, international development and MEDA’s approach of creating business solutions to poverty 
• Ability to use technology in day-to-day task execution.