Job
title: Admin and Finance officer
Location:
Masalani
(Ijara District)
Supervisor:
Administrator/Field
Coordinator
Starting
date:
ASAP
General Responsibilities
With
the support and under the supervision of the Administrator, the Admin and
Finance officer is responsible of all the reconciliation of the accountancy of
the Masalani base and other administrative issues, as delegated by the
Administrator.
Collaborate
with the Field Coordinator for the daily administration and follow up of
activities.
The
incumbent commits to observe discretion on any information related to the
organisation functioning.
The
incumbent will conduct his or her duties in respect of the Solidarity Islamic
France policies.
SIF intervenes without any affiliation for politics, religion or financial profit.
SIF intervenes without any affiliation for politics, religion or financial profit.
The
incumbent will direct his or her activities and engagements without
preoccupation of political, racial or religious affiliation.
SIF expects that its staff and contractors’ professional conduct reflect proper behavior in accordance with local culture and traditions.
The
incumbent assures the moral protection of the name of SIF and defends in all
circumstances the interests of the organization.
Specific Responsibilities
Line Management
Specific Responsibilities
Line Management
- Report
technically to the Administrator.
Accountancy
and Financial Management
- Daily update of
the accountancy according to the project activities and Finance and
Administration needs;
- Double check of
records, according to SIF procedures;
- Verify that all
the receipts/invoices are correctly filled and they are eligible for SIF
accountancy (indicating: date, details of the supplier, clearly written
the amount with the stamp PAID);
- Archive all the
relevant administrative and accountancy documentation in the proper way
indicated by the Administrator and according to SIF procedures;
- Collect the
statement of Bank Accounts by the 6th of the following month;
- Fill properly
the monthly reconciliation form for each cash and bank, to be signed for
approval by the Administrator;
- Collaborate in
the preparation of documents for financial/annual audits.
Cash
management
- Manage the cash
box of the office, under the supervision of the Administrator. The
Administrator and the Head of Mission have the right to verify randomly
the cashbox balance;
- Withdraw from
the bank account under Administrator or Head of Mission request.
HR
management
- Support the
Administrator in the contractual placement of the human resources and keep
the records of Nairobi-based and expat staff updated, under direction of
the Administrator;
- Keep track of
paid leave/holiday and R&R for the staff based in Nairobi and in the
field;
- Make payment of
salaries to Casual workers in Masalani;
- Work as liaison
between staff and Administrator and/Field Coordinator in order to smooth
any problem and maintain a high standard of HR management;
- Keep him/herself
updated about the Kenya Employment Act;
Administration
- Pay suppliers
under Project Managers or Administrator request and double check the
acceptability of the expenditure;
- In collaboration
with and following the request of the Logistics Department, pay vehicles
insurance, license renewal and maintenance for Masalani vehicles;
- Support the
Logistics Department in filling the yearly office assets inventory.
Reporting
- Provide weekly,
HR & finance report to the Administrator.
Coordination
- Ensure and
facilitate the communication and information sharing within the team and
the department, and contribute to the team responsibilities;
- Work in close
collaboration with other departments.
Logistics
- Undertake
logistic tasks in collaboration with the Field Coordinator.
Security
Comply
with SIF Security Regulations.
Others
- Undertake all
other duties that may be determined by the Administrator and/or Field
Coordinator and that are compatible with the job.
Requirements
- Relevant diploma
or equivalent in the accounting sector (Business/Administration,
Accounting and finance, or other relevant);
- Proven
experience in managing cash flow and cash books;
- At least 3 years
of relevant field experience in the accounting sector with NGO or private
sector;
- Proactive and
able to work independently;
- Proficient in
Microsoft pack office and communication system (SAGA software knowledge is
a plus);
- Highly motivated
to join an INGO in Kenya;
- Ability to work
in an isolated place.
Submission
of Applications
The position title “Admin and Finance officer – Masalani” should be indicated on the subject line.
The position title “Admin and Finance officer – Masalani” should be indicated on the subject line.
Due
to the volume of applications and the immediate need, only shortlisted candidates
will be notified.
Send
Cover Letter and C.V. to apply.sif@gmail.com before 21st of May 2013.
