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Finance & Admin Officer Job in Kenya

ACTED Kenya / Somalia

Department: Finance

Position: Area Finance & Admin Officer

Contract duration: Open Ended

Duty Station: Maralal, Samburu.

Starting Date: 10/05/2014

ACTED is a non-governmental organization whose vocation is to support vulnerable population world wide and to accompany them in building a better future. ACTED was created in 1993, is governed by the French law and has its head quarters in Paris, France.

ACTED Kenya is looking for experienced self driven and self oriented professional to fill the following post;

Area Finance & Administration Officer
The Area Finance and Administration Officer is accountable for the true and fair accountancy of ACTED Samburu, East Pokot (and Turkana) bases as well as office support and management

Under the authority of the Deputy Area Coordinator, her/his specific duties will include:

a. Finance Duties

Specific Roles
  • Respect and follow-up the ACTED’s Finance,Logistics,Administration,Transparency (FLAT) procedures;
  • To ensure a regular flow of financial documents to the capital;

Cost Control
  • Responsible for BFU planning update (coordination with Area Coordinator and programming team) and sending to Capital Finance Controller;
  • Responsible for training Base Finance Staff on cost control and other finance/admin related tasks.

  • Preparation and check of PRATIC at Area Level; follow-up on open advances and loans;
  • Responsible for Advance/Loan follow up at Area Level;

  • Responsible for preparation and follow up of Cash Request and Cash Flow with Capital Office;
  • Bank Relationship and Banking Documentation at Area Level;

Payment Procedure
  • Responsible for signing purchase order and ensuring that FLAT procedures are met at all
  • In collaboration with the Area cashier, ensure that the documentation is in order before authorizing the final cash disbursement by the cashier (check all required documentation is included and fully signed);
  • Signing payment vouchers and supervising filling process.

b. HR/Administration duties
  • To ensure HR Tasks are completed on a monthly basis as per the ACTED HR manual;
  • Maintain staff files including hiring documents, contracts, leave requests, time sheets, disciplinary documents, exit forms, etc.)
  • To prepare the relevant section(s) of the payroll as requested by the Capital Admin Department;
  • Responsible for leave follow-up at area level;
  • Mediate staff disputes when appropriate
  • In collaboration with coordination and Nairobi team, facilitate disciplinary processes as needed

Attendance management:
  • Manage premise contracts/leases (Keep aware of all upcoming rent payments and ensure that they are planned for and paid, maintain relations with land lord, plan in advance for leases coming to an end)

c. On a need basis provide support to our local partner(s)

Requested Profile
  • A Bachelors Degree holder in Business Administration (Finance option) or Professional CPA holder from a recognized university.
  • Demonstrated experience of overall responsibility and accountability for the financial management of an organization preferably an INGO.
  • Well conversant with computer applications-MS Office is mandatory
  • Knowledge of accounting principles and hands on experience of using computerized financial accounting systems Good presentation and analytical skills
  • Excellent communication skills and problem-solving skills
  • Strong team player of high integrity, pleasant personality, ability to work under least supervision
  • Good time management skills and the ability to prioritise
  • High numeracy and sound technical skills
  • The ability to balance the demands of work with other commitments;
  • The ability to work as part of a team and to build strong working relationships;
  • The potential to lead and motivate others;

Application Procedure

Qualified persons with the required skills are invited to submit their applications with the subject line; APPLICATION FOR AREA FINANCE & ADMINISTRATION OFFICER POSITION accompanied by an updated curriculum vitae detailing three professional  referees, contacts to and received on or before 5.00PM on 6th May 2014.

Please do not attach any other documents while sending your applications, if required they will be requested at a later stage.

Please note that due to the urgency of the position, shortlisting will be done on ongoing basis

Please note that only the shortlisted candidates will be contacted.

ACTED is an Equal Opportunity Employer.

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