Finance & Support Services Officer at Sightsavers

Job Purpose                                                   

To assist FSSM in Financial Management and office administration by facilitating financial transactions, generating transaction vouchers, maintaining accounting ledgers and cash books, managing office petty cash, processing payroll, assist in review of partner financial returns, general office administration/logistics, procurement, maintenance of office assets, filing, handling workshops logistics as well as travel logistics for staff and visitors.

Main Responsibilities

• Financial Administration:
  • Timely preparation of payment vouchers and writing and dispatching cheques
  • Regular maintaining the excel cash book
  • Periodic data entry of vouchers into Sun system and ensuring the same is posted within 5 working days from the Transaction date and filing of the same.
  • Managing the office petty cash, both local and foreign
  • Receipting cash and cheques from staff for private mileage, telephone and travel advance returns and subsequent banking.
  • Handle regular payroll administrative issues such as ensuring payroll is delivered to the bank once prepared and the necessary statutory cheque payments delivered in a timely manner as required in the Income Tax Act & filing with respective authorities the annual PAYE & NHIF returns.
  • Holding & administering NHIF card usage
  • Preparation of monthly Bank reconciliation and complete Monthly checklist by 7^th working day of each month and forward to RO
  • Reviewing and processing staff field trips advances and ensuring settlement of the same within 5 working days after return
  • Assist in preparing schedules and providing documents and information to Internal & External Auditors.
• Office Administration:
  • Coordinate renewal of motor vehicle licences and insurances.
  • Review of procurement of office stationery.
  • Ensure effective maintenance and repair of furniture, fittings and other office equipment
  • Maintaining fixed assets registers that meets the accounting and insurance standards and ensuring all the new and existing insurable equipment are appropriately and adequately insured.
  • Ensuring of safe custody of office
  • General office administration and logistics (workshop and travel logistics)
  • Filing of both financial and programme documents
• Programme and Partnership Strengthening:
  • Ensuring accurate coding of project expenditures (restricted funding)
  • Take part in the review of partner financial reports
  • Partner visits with FSSM to review their financial procedures
• Procurement Duties and Responsibilities
  • Estimate and establish cost parameters and budgets for purchases
  • Calculate costs of orders, and charge invoices to appropriate accounts.
  • Check deliveries when they arrive to ensure that orders have been filled correctly and that goods meet specifications.
  • Compare suppliers' bills with bids and purchase orders in order to verify accuracy.
  • Maintain accurate records of the purchases and pricing
  • Create and maintain good relationships with vendors/suppliers
  • Maintain records of purchases, pricing, and other important data
  • Ensure Sightsavers procurement policies for purchasing equipment, services and supplies are followed
  • Create and maintain inventory of all incoming and current supplies/consumables for projects
  • Maintain and update list of suppliers and their qualifications, delivery times, and potential future development

 As the Country Office Security Focal Person, you will be required to:

• Meet with local agency information sharing groups.
• Update and implement any local security plans.
• Continue the process of rolling-out risk assessments.
• Ensuring that local risk controls and SOPs are being adhered to.
• Manage the ‘safe call’ number (emergency phone).
• Report directly to the Country Director on all matters relating to Security.

Other Tasks

Any other duty as may be assigned from time to time by either the Finance & Support Services Manager or the Country Director

The main responsibilities are not meant to be an exhaustive list of tasks. The need for flexibility is required and the job holder is expected to carry out any other related duties that are within the employee's skills and abilities whenever reasonably instructed.

Key Contact/Relationships

Internal

• Kenya Country Office staff
• Regional Office staff
• Global Finance Team

External

• KCO Partners
• Banks

Knowledge, Skills and Experience

• A bachelor’s degree in Commerce/Finance and at least a recognised level 2 accounting qualification e.g. CPA 2 etc.
• Proven working experience in a busy accounting department, ideally in an INGO environment but experience of audit would be advantageous.
• Planning and Organising
• Detail handling  and financial analysis
• Excellent communication skills (both oral & written)
• Capacity building or facilitation skills
• Ability to work with minimum supervision
• IT skill  – Excel, MS Word, accounting packages and Global ICT communications systems

 Key Behaviours

• Good communicator
• Team Working
• Planning and Organising
• Interpersonal and intercultural sensitivity
• High degree of integrity
• Active listener
• Driving for quality
• Self-motivation & self-development