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.
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
Qualifications:
- 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: vacancies@dswkenya.org
Deadline for application: 24th January 2014
Please note
that only short listed candidates will be contacted
