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Finance and Administration Officer Job in Kenya (KES 56K - 70K)

Finance and Administration Officer

Reports To: Deputy Regional Director
Duty Station: Africa Regional Office, Nairobi
Salary: Kshs. 56,120 - 70,200

Purpose of the role

The purpose of this role is to provide financial and administrative support, advice and oversight to the Africa Regional Office of Marie Stopes International to ensure that the financial management of the office is in line with MSI’s global policies and standards. 

Key Responsibilities

Treasury/ Petty Cash, General Accounting – (Daily/Weekly)

Activities include:
  • Process all payments and reviews expense returns from Regional Advisors, verifies and forwards them to the Deputy Regional Director for approval.
  • Confirm that all expenditure including payables and receivables for the period under review have been duly posted. The expenditures need to be clearly apportioned to each costs centre.
  • Ensure that there is a clear system in place for tracking of expenses for taxis, telephone etc. All personal expenses should be posted to individual staff accounts. He/She should ensure recoverability of such personal expenses as per MSI Financial policy.
  • Follow up on timesheet and allocation to CPs as per London. The allocation should follow logical formulae as determined by GAT and IPD.
  • Maintain and reconcile bank account for ARO, updates the authorized signatories and ensure that bank balance are sufficient enough for smooth operations.
  • Work closely with MSK finance team members in producing an analytical financial report for the ARO which include the MRP by the 5th of every month.
  • Posting into sun all ARO transactions on a timely manner. Proactively obtain feedback on the accuracy or otherwise of postings for the month under review and ensure that agreed corrections are made before the next MRP is produced.

Budget and budget monitoring – (Monthly and Annual)

Activities Include:
  • Under the leadership of the DRD and RFA, the incumbent shall generate and monitor ARO budgets. The budget v/s variance report should be produced on a monthly basis not later than the 5th. Expenditure reports should be done per cost centres.
  • Ensure that budgets have adequate provisions to support movement of the Regional Advisors and other essential office activities.
  • Upload approved budgets on SUN before the start of the new financial year and communicate approved budgets and revised chart of accounts where appropriate to all budget holders.

Intercompany Accounts and other BS Accounts (Monthly)
Activities Include:
  • On a monthly basis, the Accountant should provide a balance sheet reconciliation report and update the tracker for submission to the DRD (Balance sheet accounts include intercompany, creditors, debtors, bank account) – this is a standard MSI report tool.
  • Post all the transaction paid by UK on behalf of ARO and provide all documentation for the cost charged to MSI UK and other MSI country programmes.
  • Reconcile on a monthly basis all intercompany transactions, and make a follow up with London and other CPS for immediate actions.

General Administrative Duties

Activities include:
  • Consolidate monthly office forecast including travel forecasts for Regional Advisors.
  • Follow up with procurement with MSK, institute faster process of the same.
  • Supervise driver’s daily movement, vehicle repairs and ensure that these are processed within acceptable timelines.
  • Telecommunications: Follow up on all issues related to internet and telephone bills
  • The incumbent shall ensure that there is a schedule for monitoring periodical and contracted payments such as leases, telephone etc.
  • Filing: Ensure a system of filing is in place. These should include online scanning and filing of financial documents.

  • Bachelor’s Degree in finance, Business Administration, Accounting or related fields from a recognized institution of higher learning
  • Partly or Professional Accountancy qualification e.g. CPA, ACCA, CIMA, CFA
  • The Candidate should have experience working with SUN system.

  • Minimum 1 year work experience especially in private sector or NGO at junior level.
  • Fresh University Graduate with keen eye to learn and take direction will be given opportunity. Students who have finished internship programme will also be considered.

Skills Required
  • Possess excellent IT skills
  • Knowledge of SUN accounting system is an advantage.
  • Good organisational skills
  • Ability to influence and communicate effectively.
  • Ability to work with minimum supervision.
  • Ability to manage a substantive area of work
  • Ability to work across functions in a collaborative and effective manner

Attitude/ Motivation
  • Initiative
  • Innovative
  • Effective Communication
  • Responsive
  • Working Efficiently
  • Sharing Information
  • Focus on Learning
  • Commitment
  • Driven
  • Accountable
  • Embracing Change
  • Motivated
  • Team Player

Applications quoting the position title with detailed CVs with contact details of 3 professional referees should be submitted to:

People and Development Dept
Marie Stopes Kenya

On or before 28th July, 2014.

Only shortlisted candidates will be contacted.

NB: Please clearly indicate on the subject line as ‘Finance & Administration Officer’

Marie Stopes Kenya is an equal opportunity Employer

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