Operations & Finance Associate at Shamiri Institute

Position Summary

The Operations & Finance Associate’s primary responsibility is to provide support to the organization to facilitate the efficient planning and implementation through financial management & accounting, grant budgeting & reporting, follow-ups, statutory compliance and other office administrative & operations tasks under the supervision of the Chief Operations Officer.

Tasks and Responsibilities

Financial Management & Accounting

1. Maintain and file records of expenditure, process invoices and claims for payments and track payments relating to office costs and program activities.
2. Administer financial accounts and manage petty cash.
3. Drafting timely monthly bank, cash and M-pesa reconciliation statements.
4. Support prudent resource management by expenditure verification from receipts received, float refunds etc.
5. Drafting of accurate and timely financial reports as may be necessary for review and decision making.
6. Assist with procurement of goods and services following the organization’s procurement policies.
7. Update and follow up payments on the required statutory payments with the necessary government entities.
8. Assist with administering office affairs, in relation to service staff, registration matters, licences and permits, transport, maintenance, stationary and office consumables.
9. Assist in the drafting and coordination of organizational & program audits.
10. Maintaining and updating the asset register and ensuring that all assets are insured and are in good condition.
11. Supporting the preparation of donor/grant budgets.

Administration

1. Assist in departmental planning and execution.
2. Provide direct/line management of the office administrator.
3. Lead in proper recording; keeping of grant files.
4. Supporting department heads in procurement of goods and services by ensuring that policies and procedures are followed.
5. Ensuring annual renewal of all contracts relating to suppliers and service providers.
6. Any other duty assigned from time to time.

Minimum Requirements & Competencies

1. A degree in Finance, Accounting or a related field.
2. Certified Public Accountant CPA.
3. Minimum 3 years' experience in working for a non-governmental organization (NGO) or a company limited by guarantee.
4. Excellent hands on experience in computerized financial management systems.
5. Proven experience in donor or project financial program management and administration.
6. Ability to work independently driven by a desire to achieve results.
7. High level of integrity and ability to be entrusted with organization’s resources.
8. Hands on bookkeeping experience.
9. Ability to plan, organize, coordinate normally and under pressure with strict adherence to timelines and deadlines.
10. Flexibility and willingness to work as a team member and independently, with a high level of self-motivation.
11. Excellent listening and communication skills.
12. Strong organizational skills and close attention to detail in order to produce high quality output.