Latest Recruitment at Insight Health Advisors (IHA Ltd) - 3 Positions

Ref. No.: IHA/KEHSS/03

Reports to: Administration and Finance Manager

Aim of the job

The Office Receptionist will have responsibility for receiving visitors, incoming mails, dispatching outgoing mails, receiving telephone calls and linking them to appropriate officers, safe keeping of records of activities associated with the project and maintaining the petty cash. The holder of the position reports to Administration and Finance Manager.

Main Tasks

• Preparing official project documents.
• Receiving visitors, ascertain the nature of their business and relaying information to the officer or person concerned appropriately.
• Maintaining diaries of appointments, meetings, occasions, official travelling and other schedule of activities for the project.
• Handling incoming and outgoing telephone calls to appropriate destinations.
• Handling incoming and outgoing office communication and ensure documentation and files are in order.
• Storing small office equipment, supplies and accessories.
• Serve as the project cashier and undertake book keeping tasks for cash maintained in the office.
• Perform the monthly petty cash count under the supervision of the administration and finance manager.
• Preparing for the Administration and Finance Manager a requisition for office supplies.
• Supervising general office services and cleanliness.

Additional tasks

Support the Administration and Finance Manager with managing the content on the project website through the content management system. 

Performing any other related duties as may be assigned by his/her line superior from time to time.

Applicable Work Guidelines

• Project Administration Manual for Local Offices (AMLO) and Swiss TPH/IHA HR, administration and financial management guidelines.
• Applicable Kenyan laws.

Qualification & Experience

• Diploma in Secretarial or Business Management or Office Management Studies or equivalent qualification.
• Bachelor’s degree will be an added advantage.
• Excellent written and oral communication skills in English and Swahili.
• Very good knowledge of MS Office, internet and e-mail use.
• 3 years’ work experience in a similar role.
• Excellent communication and client service skills.
• High level of personal organisation and time management.

go to method of application »

Ref. No.: IHA/KEHSS/02  

Reports to: Team Leader

Aim of the job

To ensure all accounting and financial affairs of the project are managed effectively and in a timely manner and ensure authorised, appropriate and efficient use of project resources.  The accountant will ensure that these roles are carried out in line with the financial and procurement regulations of the project.

Main Tasks

• Oversee all project financial transactions and ensure required authorizations are obtained.
• Closely oversee cash handling and accounting according to the Administration Manual for Local Offices (AMLO), including frequent verification of physical cash balance and supporting documentation.
• Preparation of monthly budget and cash-flow forecast in consultation with the administration and finance manager.
• Maintain correct, up-to-date books of accounts and ensure adequate, transparent documentation of all financial transactions (all receipts and payments).
• Prepare, check and book all financial transactions in the accounting software.
• Prepare monthly bank and cash reconciliation statements and submit on time with required financial reports.
• Provide the Team Leader, administration and finance manager and key staff with monthly copies of relevant ledgers.
• Provide up-to-date financial information as requested by TL, or other key staff in Swiss TPH.
• In consultation with TL, prepare monthly payroll for specific fulltime project staff and liaise with IHA Finance Officer for payments.
• Prepare and send monthly accounts and financial reports to Swiss TPH Basel office on time as required.
• Back-up electronic accounting files at the end of each day for changes made in the accounting software.
• Print and securely file paper copy of all ledgers, and journals with final approved financial reports (quarterly, annually) along with an electronic version of accounts (CD).
• Prepare and support as needed internal and external audits.

Additional Tasks

• Explain accounting policies and standard operating procedures as needed to staff, consultants and researchers.
• Any other duties which may be assigned as required.

Responsibilities

• Ensure timely, accurate, transparent project accounts.
• Ensure secure, complete, orderly and up-to-date filing/storing of all financial documents, financial reports, back-up paper and electronic copies of accounts (journal, ledgers, accounts chart, etc.).
• Ensure correct handling and timely payment of taxes, and statutory deductions in fulfilment of all relevant regulation.
• Ensure all relevant financial management AMLO procedures are adhered to by all staff.
• Minimize risk of misuse and inefficient use of project resources.
• Ensure as far as possible unqualified annual audit reports.

Internal Relations

• Instruct all staff members as needed in accounting procedures and AMLO.
• Seek and receive guidance from Team Leader and administration and finance manager as part of the internal control system (ICS).
• Interact as needed with Swiss TPH HQ-Project Director, Project administration unit, and Swiss TPH Administration Accountants and IHA Finance Officer

External Relations

• Bank.
• Interact with external auditors in preparing, and supporting audits and in implementing audit recommendations.
• Ministries and other relevant authorities: KRA, NHIF, NSSF, Nairobi County etc.

Guidelines

• Project AMLO and Swiss TPH financial management guidelines.
• IHA administration and financial management guidelines.
• Applicable Kenyan laws.
• KfW financial management and procurement regulations.

Qualifications

• Bachelor’s degree in Commerce, Finance or Accounting.
• CPAK or ACCA qualification.
• Master’s degree in Accounting, Finance, or related field is an advantage.
• Minimum 5 years’ experience as a project accountant, preferably in a donor funded project.
• Excellent written and oral communication skills in English and Swahili.
• Strong analytical and computer skills.
• Proficiency with MS Office Suite (Word, Outlook, Excel, PowerPoint, Access).
• Previous experience working with accounting software.

go to method of application »

Ref. No.: IHA/KEHSS/01

Reports to: Team Leader

Aim of the job

The Administration and Finance Manager reports to the Team Leader and is responsible for the management of the project’s procurement, logistics, administration and finance functions.

Main Tasks

• Facilitate the recruitment, selection and hiring process of staff and consultants which includes but it is not limited to, advertising vacant positions, screening CVs, shortlisting and conducting interviews.
• Arrange orientation of new project staff and facilitating the exit process for terminated/resigned staff.
• Maintain and update employee personnel files.
• Maintain and manage all administrative, statutory and legal documents.
• Perform the control and ensure the integrity of the payment process to suppliers, external consultants.
• Authorize payments within the threshold defined in the authorization scheme.
• Backstop the project accountant including review of bank and cash reconciliation, payment vouchers, cash book, and project financial reports.
• Plan and support the execution of the external and internal audits.
• Develop the Annual and Monthly Procurement Plan and coordinate the procurement function.
• Analyse and consolidate requisitions for purchasing in accordance with Donor’s policies and procedures.
• Ensure procurement transactions have adequate and accurate supporting documentation.
• Prepare tender documents, obtain quotations, delivery costs and items and negotiate terms and conditions on behalf of the Project.
• Maintain and update the Fixed Asset register including documentation on assets deployed to staff.
• Support the Team Leader in maintaining the Internal Control System (ICS) and in monitoring the internal controls.
• Support the Team Leader in coordinating activities and communication with all project partners and stakeholders

Additional Tasks

• In liaison with the project accountant, ensure preparation of monthly budget and cash-flow projections and advising TL of need for next instalment sufficiently in advance.
• Support on-boarding staff on company policies and procedures and regularly brief them on any changes to these policies and procedures.
• Support the maintenance of the project website and management of the project social media tools in consultation with the ICT expert.
• Organize logistics for visiting Swiss TPH staff members.
• Supervise the office receptionist.

Responsibilities

• Support the administrative and human resources tasks of the project.
• Assisting the TL on daily project administrative, finance and logistics management.
• Support the procurement tasks of the project.

Internal Relations

• Seek and receive guidance from Team Leader and internal auditors as part of the internal control system ICS.
• Instruct all staff members as needed in procedures and project Administration Manual for Local Offices (AMLO).
• Interact as needed with Swiss TPH HQ-Project Director, Project administration unit, and Swiss TPH Administration Accountants.
• Interact with IHA Finance Officer on staff payments

External Relations

• Authorities: KRA, NHIF, NSSF, Nairobi County etc.
• Oversee the preparation of the external audit and implementing audit recommendations.
• Banks.
• External consultants/collaborators

Guidelines

• AMLO and Swiss TPH financial management guidelines.
• IHA administration and finance management guidelines.
• Applicable Kenyan laws.
• KfW financial management and procurement guidelines.

Qualification and Experience:

• Bachelor’s degree in Administration, Finance, Accounting or an equivalent relevant Bachelor’s degree.
• A Master degree in Business Administration, Finance & Accounting or an equivalent postgraduate degree.
• 5 years' experience in a similar role and particularly in a donor funded health project.
• Conversant with HR policies, processes and Kenyan labour laws and regulations.
• Proficiency with MS Office Suite (Word, Outlook, Excel, PowerPoint, Access), and financial accounting software.
• A proven track record of at least 5 years’ successful project management experience in complex, multi-disciplinary development projects.
• Proven experience in working in diverse cultural settings, with respect and diplomacy.
• Excellent English and Swahili skills, both written and oral.