Job Openings at Village Enterprise

Detailed Roles and Responsibilities

Implementation of P&C Strategies and Policies

• Provide administration of the HRIS system to ensure staff have access to the systems and information is up to date. 
• Make suggestions for improvement of the P&C system, policies and procedures and contribute to their definition, elaboration and implementation.
• Support initiatives geared towards creation of a safe, healthy and happy workplace.
• Create and track employment contracts .
• Maintain an active and organized data bank of applicants for various positions.
• Develop procedures for staff retirement taking into consideration any packages that might come with it.
• Maintain and update Field Staff P&C Manual, working closely with other P&C staff and legal Counsel to maintain legal compliance in liaison with the P&C Manager
• Develop Manual for any P&C activities that fall outside of core P&C manual.
• Source, manage and maintain insurance contacts ensuring staff benefits are well handled, and timely renewal of insurance schemes.
• Interpret Leave policy to staff for all leave types to ensure proper usage while ensuring proper planning and leave management in the system and as a practice.
• Maintain staff data ensuring personal files are frequently updated with relevant information.
• Preparation of P&C reports as requested from time to time

Coordinating Staff recruitment, Induction and retention 

• Coordination of transparent and competitive recruitment and selection processes. 
• Review, standardize and prepare recruitment materials including job descriptions, job specifications, adverts and interview questions for positions to be filled.
• Carry out short listing, coordinate & participate in interviews.
• Manage all new hire employment forms.
• Plan and conduct/coordinate new employee orientation including provision of information about policies, job duties, working conditions, wages, and opportunities for promotion and employee benefits etc.
• In consultation with the Country Director and P&C Manager, advice staff changes on a monthly basis in preparation of the payroll and submission to Finance by 20th of every month 

Ensuring Legal Compliance

• Display in-depth knowledge of legal requirements related to day-to-day management of employees, reducing legal risk and ensuring regulatory compliance.
• Ensure recovery of all organization items in possession of any staff departing from the organization.
• Act as the focal point on the administration of complaint/grievance and disciplinary matters and processes ensuring clear documentation of process. 
• Ensure exit interviews are carried out and appropriate records are maintained

Facilitating implementation of Staff Professional Development activities 

• Assist field management team with development of professional development goals for staff.
• Ensure that all promotions are properly justified and documented both in terms of performance and compensation.
• Work with different team leads to facilitate completion of Performance Reviews within the stipulated period, and develop appropriate tools for staff capacity building

Any other tasks that may be deemed necessary 

Qualifications:

• A Bachelor’s degree in Human Resource management, Business Administration, Social Sciences, or other related academic discipline.
• A higher diploma in Human Resources Management is an added advantage.
• Minimum 3 years’ relevant human resources management experience in a corporate or NGO environment;
• Member of IHRM
• Excellent planning, coordination, and reporting skills, with the ability to organize substantial workload comprised of complex, diverse tasks and responsibilities;
• Strong communication, people management and interpersonal skills in English, with experience in working with international staff.
• Expertise in HR Information Systems is an added advantage.
• Knowledge of facilitating adult learning.
• Ability to negotiate, advocate and influence effectively.

go to method of application »

Detailed Roles and Responsibilities

Implementation of P&C Strategies and Policies

• Provide administration of the HRIS system to ensure staff have access to the systems and information is up to date. 
• Make suggestions for improvement of the P&C system, policies and procedures and contribute to their definition, elaboration and implementation.
• Support initiatives geared towards creation of a safe, healthy and happy workplace.
• Create and track employment contracts .
• Maintain an active and organized data bank of applicants for various positions.
• Develop procedures for staff retirement taking into consideration any packages that might come with it.
• Maintain and update Field Staff P&C Manual, working closely with other P&C staff and legal Counsel to maintain legal compliance in liaison with the P&C Manager
• Develop Manual for any P&C activities that fall outside of core P&C manual.
• Source, manage and maintain insurance contacts ensuring staff benefits are well handled, and timely renewal of insurance schemes.
• Interpret Leave policy to staff for all leave types to ensure proper usage while ensuring proper planning and leave management in the system and as a practice.
• Maintain staff data ensuring personal files are frequently updated with relevant information.
• Preparation of P&C reports as requested from time to time

Coordinating Staff recruitment, Induction and retention 

• Coordination of transparent and competitive recruitment and selection processes. 
• Review, standardize and prepare recruitment materials including job descriptions, job specifications, adverts and interview questions for positions to be filled.
• Carry out short listing, coordinate & participate in interviews.
• Manage all new hire employment forms.
• Plan and conduct/coordinate new employee orientation including provision of information about policies, job duties, working conditions, wages, and opportunities for promotion and employee benefits etc.
• In consultation with the Country Director and P&C Manager, advice staff changes on a monthly basis in preparation of the payroll and submission to Finance by 20th of every month 

Ensuring Legal Compliance

• Display in-depth knowledge of legal requirements related to day-to-day management of employees, reducing legal risk and ensuring regulatory compliance.
• Ensure recovery of all organization items in possession of any staff departing from the organization.
• Act as the focal point on the administration of complaint/grievance and disciplinary matters and processes ensuring clear documentation of process. 
• Ensure exit interviews are carried out and appropriate records are maintained

Facilitating implementation of Staff Professional Development activities 

• Assist field management team with development of professional development goals for staff.
• Ensure that all promotions are properly justified and documented both in terms of performance and compensation.
• Work with different team leads to facilitate completion of Performance Reviews within the stipulated period, and develop appropriate tools for staff capacity building

Any other tasks that may be deemed necessary 

Qualifications:

• A Bachelor’s degree in Human Resource management, Business Administration, Social Sciences, or other related academic discipline.
• A higher diploma in Human Resources Management is an added advantage.
• Minimum 3 years’ relevant human resources management experience in a corporate or NGO environment;
• Member of IHRM
• Excellent planning, coordination, and reporting skills, with the ability to organize substantial workload comprised of complex, diverse tasks and responsibilities;
• Strong communication, people management and interpersonal skills in English, with experience in working with international staff.
• Expertise in HR Information Systems is an added advantage.
• Knowledge of facilitating adult learning.
• Ability to negotiate, advocate and influence effectively.

go to method of application »

• This is a full-time staff member, 40 hours per week. The individual might be required to work on some weekends and occasionally holidays depending on the magnitude of work. A Village Enterprise Finance and Admin Coordinator is passionate about alleviating poverty in their region and dedicated to their roles .

Core Program 20%

• Support in the implementation of the grant disbursement process, including in receipt generation, grant application review and participate in filing after disbursements have been completed.
• Actively participate as part of the grant disbursement team by facilitating payments through the mobile money transfer.
• Support the Country Director/Country Managers /County Leads in the development of annual disbursement schedule
• Identify tools, resources, and best practices to help improve the core program

General Finance 25%

• Monitor operating expenditures as they compare to the annual budget and share the report
• Processing of monthly payroll including timely payment of all statutory deductions e.g. PAYE, NSSF, NHIF & HELB (Kenya), IPP, Social security
• Preparation and uploading of the approved payroll transactions to Sunlax
• Undertake other financial and administrative tasks when necessary

Compliance 15%

• Ensuring taxes and other statutory deductions are paid on time e.g. PAYE, NHIF, NSSF, HELB
• Supporting procurement processes and ensuring all documentation is provided
• Responsible for ensuring VE accounting policies are stringently followed and educating staff on these policies as required
• Regular follow ups and provide support in developing mechanisms to ensure that advances have been issued and accounted within the required timelines and as per the policy.
• Safeguarding: Participate in the planning of the safeguarding visits for F&A staff once every quarter and also facilitate at least one safeguarding visit per quarter.
• Net Suite 10%
• Take part in data entry by ensuring that transactions are correctly entered and supporting documents are uploaded to the transaction page.
• Provide the appropriate financial information as requested by the staff.
• Perform monthly Net Suite reviews - field office reviews

Reporting 10%

• Reconciliations as designated by the F&A Manager
• Daily Cash on Hand reporting and uploading to Box
• Preparing monthly Budget vs Actual reports and presenting to CD on a monthly basis

Audits 10%

• Take a lead role in supporting the internal and external auditing processes
• Ensure the audit documents requested are available in the allotted time
• Once the audit is completed support in ensuring that all documents are correctly refiled
• Report any financial issues to the Finance Manager immediately

Administration 10%

• Support in the tracking of office equipment and documentation once it leaves the office
• Support the procurement process, certifying that Village Enterprise is getting the best value for money on office related purchases
• Monitor the Field Bills Calendar and ensure that all Village Enterprise bills/invoices are paid on time
• Responsible for the proper supporting documents being attached to all payments and filed accordingly (invoices, PVs, budgets, e.t.c.)

Requirements

Qualifications and Skills:

• Bachelor's degree in Accounting, or Finance.
• CPA - K Certification
• Proven experience of at least 5 years in Accounting, preferably in the NGO or humanitarian sector.
• Strong organizational and coordination skills.
• Excellent attention to detail and ability to multitask.
• Proficient in using MS Office applications (Word, Excel, PowerPoint).
• Good communication and interpersonal skills.
• Knowledge of procurement processes and best practices.
• Ability to work effectively in a team and independently.

go to method of application »

• This is a full-time staff member, 40 hours per week. The individual might be required to work on some weekends and occasionally holidays depending on the magnitude of work. A Village Enterprise Finance and Admin Coordinator is passionate about alleviating poverty in their region and dedicated to their roles .

Core Program 20%

• Support in the implementation of the grant disbursement process, including in receipt generation, grant application review and participate in filing after disbursements have been completed.
• Actively participate as part of the grant disbursement team by facilitating payments through the mobile money transfer.
• Support the Country Director/Country Managers /County Leads in the development of annual disbursement schedule
• Identify tools, resources, and best practices to help improve the core program

General Finance 25%

• Monitor operating expenditures as they compare to the annual budget and share the report
• Processing of monthly payroll including timely payment of all statutory deductions e.g. PAYE, NSSF, NHIF & HELB (Kenya), IPP, Social security
• Preparation and uploading of the approved payroll transactions to Sunlax
• Undertake other financial and administrative tasks when necessary

Compliance 15%

• Ensuring taxes and other statutory deductions are paid on time e.g. PAYE, NHIF, NSSF, HELB
• Supporting procurement processes and ensuring all documentation is provided
• Responsible for ensuring VE accounting policies are stringently followed and educating staff on these policies as required
• Regular follow ups and provide support in developing mechanisms to ensure that advances have been issued and accounted within the required timelines and as per the policy.
• Safeguarding: Participate in the planning of the safeguarding visits for F&A staff once every quarter and also facilitate at least one safeguarding visit per quarter.
• Net Suite 10%
• Take part in data entry by ensuring that transactions are correctly entered and supporting documents are uploaded to the transaction page.
• Provide the appropriate financial information as requested by the staff.
• Perform monthly Net Suite reviews - field office reviews

Reporting 10%

• Reconciliations as designated by the F&A Manager
• Daily Cash on Hand reporting and uploading to Box
• Preparing monthly Budget vs Actual reports and presenting to CD on a monthly basis

Audits 10%

• Take a lead role in supporting the internal and external auditing processes
• Ensure the audit documents requested are available in the allotted time
• Once the audit is completed support in ensuring that all documents are correctly refiled
• Report any financial issues to the Finance Manager immediately

Administration 10%

• Support in the tracking of office equipment and documentation once it leaves the office
• Support the procurement process, certifying that Village Enterprise is getting the best value for money on office related purchases
• Monitor the Field Bills Calendar and ensure that all Village Enterprise bills/invoices are paid on time
• Responsible for the proper supporting documents being attached to all payments and filed accordingly (invoices, PVs, budgets, e.t.c.)

Requirements

Qualifications and Skills:

• Bachelor's degree in Accounting, or Finance.
• CPA - K Certification
• Proven experience of at least 5 years in Accounting, preferably in the NGO or humanitarian sector.
• Strong organizational and coordination skills.
• Excellent attention to detail and ability to multitask.
• Proficient in using MS Office applications (Word, Excel, PowerPoint).
• Good communication and interpersonal skills.
• Knowledge of procurement processes and best practices.
• Ability to work effectively in a team and independently.