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Finance & Admin Assistant Job in Mombasa, Kenya

DSW (Deutsche Stiftung Weltbevoelkerung) is an international development and advocacy organisation that seeks to empower young people and communities in low- and middle-income countries by addressing the issue of population dynamics and by improving health as key to sustainable development. 

With headquarters in Hannover and liaison offices in Berlin and Brussels, DSW works in Ethiopia, Kenya, Tanzania and Uganda.

Job Title: Finance & Admin Assistant

Duty Station: Mombasa, Kenya

The Admin & Finance Assistant will primarily assist the Field Coordinator in a number of administrative and financial functions.

S/he may also be asked to assist other departments during busy periods and/or to cover staff holidays.

Under direct supervision of the Finance & Admin Manager, and in close consultation with the Mombasa regional Coordinator, s/he will provide support in a number of aspects of Mombasa office coordination and operations; including finance, administration, information technology and human resources.

His/her role is to facilitate a fully accountable, smoothly functioning, well-managed and results-oriented field office and to facilitate program implementation and delivery by providing for the operational needs of programmes supported by the Mombasa DSW office.

General areas of responsibility:
  • Maintain continuous and accurate/up-dated flow of information between the Mombasa Field Office (FO) and Country Office (CO).
  • Implement corporate systems and applications in support of finance and human resource management Mombasa DSW office operations.
  • Ensure the strategic and efficient management of office and programme financial resources through planning and tracking of available resources, exercising appropriate financial control and ensuring corporate financial policies are met.
  • Prepare and monitor the Mombasa DSW office administrative budget and ensure financial transactions are in accordance with DSW financial rules and procedures.
  • Develop tools and mechanisms for effective and efficient monitoring of programme and project budgets, coordinate compilation of financial data and provide accurate and up-dated financial information to the CO on a continuous basis.
  • Ensure the monitoring of programme financial performance for all core and non-core resources by ensuring that the necessary financial information and analysis is available, including implementation rate against indicators/results.
  • Ensure effective financial recording and reporting system, internal control and audit followup.
  • Monitor and evaluate effectiveness of finance processes within the Mombasa FO and ensure compliance of the office business practices with the provisions of the DSW Policies and Procedures, work practices, and processes

Other Support:
  • Ensure all financial and HR transactions are processed in an accurate and timely manner.
  • Ensure timely completion of all financial and other administrative requirements.
  • Review staff advance request (AR) for approval
  • Monitor approval process
  • Finalise ARs and post/e-mail them to CO for payment
  • Design and ensure filing systems are maintained and up to date
  • Define procedures for record retention, protection and security
  • Ensure employee contracts and files are up to date

  • Diploma with specialized certification in Accounting and Finance. University Degree in Finance, Business or Public Administration desirable, but it is not a requirement. Part-qualified accountants will have a distinct advantage
  • Ability to establish and maintain relationships, work on own initiative and maintaining a high degree of quality and accuracy
  • Excellent analytical, planning, communication, administrative and organisational skills
  • Personal commitment to achieving high performance within the workplace
  • Excellent skills in the use of Microsoft Office packages
  • 3 years of relevant experience in administration or finance support service.

Ideal start date: Immediate

DSW is an equal opportunity employer

If you are interested, please send your application (CV and motivation letter - including current and expected salary) with the specific job title clearly indicated in the email subject line to:

Deadline for application: 24th January 2014

Please note that only short listed candidates will be contacted

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