Finance & Administration Manager at IREX

Under the supervision of IREX Kenya Finance and Operations Manager, the Finance & Administration Manager will be responsible for the administrative and financial support of IREX/Kenya, and the SAFE Initiative including financial reporting, procurement, payment processing, logistics, and operations.  The Finance & Administration Manager will support the program staff in preparing financial reports, maintaining currency flow control, office administration, and purchasing. Under the supervision of the SAFE HQ project management and contingent on funding, the Finance and Administration Manager will also oversee and manage the finance, compliance and administrative processes of SAFE project implementation in other regions.

Specific duties include, but are not limited to, the following:

GENERAL DUTIES & RESPONSIBILITIES

Finance

(Under supervision of IREX/ Kenya Finance & Operations Manager)

• Implement financial policies and procedures.
• Maintain financial systems including internal controls and funds management.
• Bookkeeping responsibility to maintain and reconcile the office ledger.
• Prepare and reconcile bank statements and accounts.
• Ensure transactions are properly recorded and reported through the QuickBooks accounting software system.
• Prepare monthly, quarterly, and annual financial reports and transaction reports.
• Maintain computerized accounting systems and records.
• Maintain and monitor active accounts to ensure accurate records of project funds.
• Prepare and process payments.
• Prepare payment reconciliations.
• Submit monthly financial reports to senior staff members.
• Prepare financial forecasts.
• Process VAT returns and reporting.
• Prepare expense reports for IREX office and project staff.
• Ensure compliance with donor and IREX policies and procedures as well as local law in all IREX expenditures.
• Ensure compliance with donor and IREX policies and procedures as well as local law in all contracts, agreements, and sub agreements before they are signed, including but not limited to selection procedures; documentation requirements, compliance with approval authorizations and authorization levels.

Administration

(Under supervision of IREX/ Kenya Finance & Operations Manager)

• Assist with general office administrative support functions.
• Manage staff leave tracking and as required, assist in maintaining the office payroll records, and employee payments.
• Overall coordination of vendor relationships including timely payment.
• Manage office inventory and supplies purchase.
• Manage office facilities and lease, and office maintenance.
• Manage office insurance.
• Maintain financial files and records.
• Manage office petty cash.
• Manage procurement in compliance with donor polices and IREX regulations.

Project Specific Duties (as assigned)

(Under supervision of IREX/ Kenya Finance & Operations Manager, as well as SAFE East Africa and SAFE HQ project management)

• Provide support for event logistics and payments as required.
• Oversee all SAFE procurements according to IREX policies.
• Prepare expense reports for IREX office and project staff.
• Prepare project financial forecasts and assist in inputting budget information into office data systems.
• Support the Center Manager in SAFE budget management and analysis and provide financial input into the SAFE center’s decision-makings and work-planning.
• Contribute to risk assessment and management of beneficiary organizations through assessing the organizations’ finance and compliance structure, capacity, and needs and help build capacity through training and mentorship.
• Train and mentor (new) finance and non-finance staff on financial processes, policies and procedures.
• Establish and improve finance coordination and reporting systems for project operation East Africa and in new regions
• Pending funding availability, provide remote financial management and expertise to SAFE centers in other regions including for procurement, payment processing, HR, vendor management, and advance reconciliations.
• Pending funding availability, serve as the main focal point to remotely coordinate a team of consultants on finance, and operations and the main focal point for finance and ops reporting to HQ.

• Perform other related duties as required.

• Legal resident of Kenya with Authorization to Work.
• University experience; in possession of a degree/diploma in the field of Accounting, Finance, or Business Administration.
• Experience with the Quick Books accounting software package.
• Knowledge and experience managing office financial and administrative environments.
• Knowledge and experience with Kenyan local tax and reporting process.
• Experience working with US government grants.
• Professional commitment and work ethic.
• Minimum 3 years of experience and knowledge of relevant tasks is required.
• Minimum 3 years working with NGOs in finance and administration is required.
• Strong command of English, both speaking and writing.
• Experience in establishing and improving finance and compliance structures and processes.
• Experience in training and/or mentoring others on finance and compliance and making finance and compliance concepts and needs tangible for individuals from different backgrounds.
• Ability to consistently provide high quality work through maintaining accuracy and attention to detail.
• Ability to work under minimal supervision and adapt to new program activity requirements and helping others to stay on track.
• Ability to communicate and manage tasks across different cultures. Experience managing financial processes related to other countries within the region or outside East Africa is a plus.

NOTE: Please include a resume, cover letter and your desired salary. Only applications that include all three will be reviewed.

PHYSICAL DEMANDS:

• Tasks involve some physical effort, i.e. some standing and walking, or frequent light lifting (2.5-5 kg.); or minimal dexterity in the use of fingers, limbs, or body in the operation of office equipment. Tasks may involve extended periods of time at a keyboard.
• Extended period of sitting at a workstation or desk. Manual dexterity to work efficiently on a computer keyboard.
• Task requires:
  • Sound perception and discrimination
  • Visual perception and discrimination
  • Oral communications ability.

WORK ENVIRONMENT:

Allemployeesareresponsiblefortheirownsafety,aswellasthatofothersintheworkplace. To help us maintain a safe workplace, everyone must be safety-conscious at all times. This position is performed in a typical office environment. The noise level in the work environment is usually quiet to moderate. While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts and vehicles. Safe use of IREX equipment, as well as safe practices while on IREX property is essential.

DISABILITY SPECIFICATIONS:

IREX will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990, and the Americans with Disabilities Act Amendments of 2008.