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  • Posted: Oct 27, 2020
    Deadline: Nov 10, 2020
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  • Finn Church Aid - Action for Human Dignity Finn Church Aid (FCA) is the largest Finnish development cooperation organisation and the second largest provider of humanitarian assistance. We operate in 15 countries, where the needs are most dire. We work with the poorest people, regardless of their religious beliefs, ethnic background or political conviction...
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    Finance Assistant

    Duty Station: Kakuma/ Kalobeyei

    Reports to: Finance Manager

    Primary Purpose

    The Finance Assistant will facilitate the efficient and effective financial operation of FCA field office. He/She will ensure compliance with FCA rules and regulations alongside donor policies, procedures, guidelines and rules.

    She/he will seek and receive policy guidance/ instructions and support from Finance Manager in Nairobi and Project Coordinator in Kakuma in their respective area of responsibilities.

    Tasks and Duties

    • Implement financial systems and procedures according to Financial Handbook and other FCA policies at office level.
    • Take lead in Donor financial requests and coordination at the field level in colaboration with the donor’s field office.
    • Be responsible for all field cash transactions, physically makes payments in the field /or follow up closely on proper accountabilities for all field cash expenditures.
    • Accurately prepare the necessary documents, compile source documents and submit complete documentation daily for postings of all the paid transactions in the cash book.
    • Ensure accurate maintenance of all files and transactions for grant requests, incomes, expenditures, accounting and closure at FCA Kakuma field office.
    • Support Project Coordinators/Managers in proposal writing, and budget preparation and monitoring of budgets
    • Ensure that the Kakuma office consistently meets all donor and FCA rules and regulations pertaining to finance and procurement.
    • Timely submission of field financial reports to Finance & Admin Manager in Nairobi for final report compilation.
    • Maintenance of financial files (physical and soft copies) in the field office.
    • Verify the accuracy, validity, legitimacy of all payments for completeness of financial documents, (purchase requests, work orders, pro forma invoices), proper coding and approval by responsible managers before payments are made.
    • Ensure FCA creditors are paid promptly.
    • Take part in procurement of goods/services in the field office and ensure adherence to FCA/Donor Regulations.
    • Fixed asset register maintenance in the field office.
    • Any other duty assigned by the supervisor

    Qualifications

    • Degree/Professional Accounting qualification (CPA IV) from a recognised institution
    • Atleast 3 years of relevant experience from a reputable INGO or Institution, previous experience in humanitarian organizations
    • Experience from working as a Finance person in a humanitarian/recovery context
    • Specific familiarity with reporting to UNHCR, UNICEF, ECHO, BPRM, USAID and EC.
    • Excellent analytical skills and attention to details.
    • Proven commitment to accountability practices.
    • Proven ability to prioritize tasks, meet deadlines, and work with limited supervision
    • Excellent knowledge on both software (Ms-Excel and Quick books)
    • Good management, communication, teamwork and capacity building of other staff.
    • Ability to work independently when necessary, set realistic goals, and work within agreed timelines
    • Fluency in local languages and understanding of local context of operation is an added advantage.
    • Ability to work well with people from diverse cultures and communicate effectively

    go to method of application »

    Procurement & Logistics Officer

    Reports to: Finance Manager

    Primary Purpose

    The incumbent will be responsible for the timely Procurement and delivery of quality goods and services and manage logistics at competitive prices. He/She will be accountable for providing support to ongoing activities with procurement and logistics services and contribute to providing recommendations aiming at increasing effectiveness and efficiency of the procurement management. He/She will ensure compliance with FCA rules and regulations alongside donor policies, procedures, guidelines and rules.

    Tasks and Duties

    • Support supplier registration and filing of all related documentation in the department.
    • Collect and update data entry of procurement related tasks and ensure all details are up to date at all times.
    • Support and follow up with suppliers and finance department to ensure timely payment of suppliers on a weekly basis/Timely basis.
    • Track the outstanding payments to suppliers and notify the FM on a weekly/monthly basis, update suppliers accordingly where necessary.
    • Consolidate monthly procurement reports and submit it to Procurement Committee and FM by every 5th of each month.
    • Document and file all procurement data in accordance with FCA’s Procurement Manual and policy for archiving.
    • Provide support in managing Inventory & Stock Management and ensure rules and regulations are followed.
    • Update procurement tracking system for submission to Finance Manager (FM) on a regular basis.
    • Maintaining and updating approved vendor database,with a sufficiently wide range of Contractors to provide adequate competitive bids.
    • Assists in Drafting of the Procurement Plans, based on information obtained from program and finance units,in liaison with the Procurement committee & FM.
    • Source the required supplies/services/works that meets the specifications and budget available, through Submission of Request for Quotations for supplies (RFQs), Request for Proposals for services (RFPs) and assisting in issuance of Tender Dossiers,as reviewed and approved by the FM and Procurement Committee respectively..
    • Assists in drafting of tender dossiers for issuance to tenderers, in liaison with the FM.
    • Ensures all quotations and bids are timely and properly received.
    • Assists in preparation of bid documentation for the Procurement Committee to evaluate.
    • Assists in arranging for inspections of supplies, when necessary.
    • Issue Purchase Orders and Contracts, as approved by the Procurement Committee.
    • Track Requisition Requests and Purchase Orders by serial numbers by use of the PR tracker.
    • Receives and reviews delivery documents submitted by the Receptionist/Admin Assistant following receipt of deliveries.
    • Assists in the Coordination of payments to Suppliers through the Finance department.
    • Any other duty assigned by FM

    Qualifications

    • Degree or Diploma in Supply Chain/Procurement, Logistics Management, Business Administration from a recognized Institution.
    • Familiar with UN,EU or USAID procurement/reporting processes
    • At least 3 years of relevant experience from a reputable INGO or Institution, previous experience in humanitarian organization will be an added advantage.
    • High integrity, pro-active, stable, robust character and a good team-player
    • Excellent analytical and negotiation skills.
    • Proven commitment to accountability practices.
    • Proven ability to prioritize tasks, meet deadlines, and work with limited supervision
    • Excellent knowledge on both software (word processor, spreadsheet, Windows and hardware (network cards, memory upgrades.
    • Good management, communication, teamwork, capacity building and report writing
    • Ability to work independently when necessary, set realistic goals, and work within agreed timelines
    • Other tasks as may be requested by the supervisor.

    Method of Application

    All qualified and interested candidates are encouraged to send a completed Application Letter and Curriculum Vitae to: [email protected] stating the vacancy job title in the subject line

    Deadline for receiving applications is 10th November 2020

    FCA will only contact short- listed applicants.

    FCA is an equal opportunity employer, irrespective of gender, race or religious affiliation. FCA is a signatory to the Code of Conduct for humanitarian agencies. Attempts to influence recruitment procedures through phone calls, emails or inducements of any kind will lead to disqualifications

    Note: Never pay for any training, certificate, assessment, or testing to the recruiter.

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