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Finance & Administration Officer Job in Kenya

Finance & Administration Officer

The International Foundation for Electoral Systems (IFES) is an international, nonprofit organization that supports the building of democratic societies and the strengthening of transitional democracies.

Founded in 1987 as a nonpartisan, nonprofit organization, IFES has developed and implemented comprehensive, collaborative democracy solutions in more than 120 countries.

IFES is currently implementing a capacity-building program in support of Kenya’s electoral process in the areas of voter and civic education, voter registration, among others.

IFES seeks a Finance and Administration Officer to assist with the financial and office management of the office under the supervision of the DCOP according to the duties and responsibilities listed below.

This is 1 year renewable contract and contingent upon funding.

Under the supervision of the DCOP, principal duties and responsibilities shall include the following:

  • Preparation of monthly financial reports with supporting documents to IFES in Washington;
  • Oversee petty cash fund including preparing regular petty cash reconciliation;
  • Preparation of office payments;
  • Assist with the development and enforcement of proper internal controls with respect to cash management;
  • Prepare and disburse IFES payroll for the field staff;
  • Prepare bank reconciliations;
  • Data entry of financial information into QuickBooks;
  • Prepare field expense reports;
  • Bring into order and file all accounting documents;
  • Assist with budget analysis and developing pipelines;
  • Preparation of annual returns of IFES (both payroll and company) and ensuring compliance with the local laws at all times;
  • Keep abreast and updated on local regulations and laws and advise IFES as and when needed, while ensuring that the office manuals are updated accordingly; and
  • Other duties as assigned.

  • Day-to-day management of the Receptionist/Office Assistant to carry out general office administration duties; filing of office documents, maintaining vendor database, ordering and maintaining office supplies/stationery, maintenance of office equipment e.g. photocopier, printer, telephone system, etc;
  • Responsible for maintaining local staff leave schedules and ensuring accuracy;
  • Maintain and ensure staff medical is operational and settle any disputes that may arise;
  • Ensure records management of IFES is up to date and in good order;
  • Responsible for the day to day management of all suppliers/vendors and managing all contracts/leases;
  • Maintaining office insurances and ensuring renewals are done on time, while also ensuring losses are reported on time;
  • Provide cover for the office Receptionist and administrative support to other staff as and when needed;
  • Other duties as assigned.

Minimum Qualifications:
  • A University degree in Accounting, Business, Economics/Financial Management with at least part qualifications in CPA,ACCA,CIMA;
  • At least four years related finance/administration experience;
  • Two to three years of experience working with an international organization preferred;
  • MS Excel skills required; working knowledge of Quick books preferred;
  • Strong interpersonal skills, with high ethical standards;
  • Good judgment and Initiative as well as ability to take direction;
  • Good organizational skills; and
  • USAID financial management experience a significant plus.

Additional Requirements:

Applicants must be Kenyan citizens or third country nationals permanently residing in Kenya.

Application must contain: Letter of application and curriculum vitae only.

Applications meeting the minimum requirements should be sent to by June 21st, 2014

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