Women and Health Alliance
International
Finance and Administration Assistant
Position: Under
the command responsibility of the WAHA County Representative in Kenya and the
Finance and Administration Manager, you will be based in Mombasa with some
travel to Nairobi.
Duties/Assignments:
The Finance and Administration Assistant will:
Implementation of financial
procedures
- Ensure the existing financial procedures are
respected (check bills, purchase orders, quotations…)
- Training of staff on financial and
administrative procedures
- Support and monitor partners on financial and
administrative procedures.
- First review of partners financial reports and
follow up of the reporting planning
- Monitor program accounting and documentation
to ensure compliance with funder requirements and WAHA’s policies and
procedures;
- Be responsible for tracking the expenditures
to ensure that program funds are utilized appropriately;
- Support logistic staff in all financial
issues/difficulties
Administration
- Ensure the follow-up of services and premises
contracts
- Follow up insurance contracts if needed by
coordination
- Ensure the translation (oral and written) on
request
Cash flow Management (Bank and Cash)
- Manage the petty cash and log advances
- Prepare weekly treasury planning in
coordination with project and logistic manager
- Processing financial documentation, including
orders, invoices and payment, manage cash receipts, disbursement and petty
cash
- Manage the bank book and deal with the bank
for daily issues
- Limit cash flow shortage by anticipating cash
and money withdrawal, informing the project manager and the administration
and finance manager in order to prepare the withdrawal request.
- Ensure that the balance of the bank account is
sufficient, especially at the end of the month for salaries.
- Tracks travel plans, employee contracts,
insurance, timesheets, MOU’s and tax claims
Accounting
- Check that vouchers are properly filled Ensure
the validity of the invoices (quality, validation, WAHA process
respected)
- Computerize on daily basis cash and bank
expenditures
- Carry out cash reconciliation and bank reconciliation
- Close and prepare / scan all invoices and
documents which must be sent to coordination/HQ every month
Budget management
- Work with the Mombasa Project Manager to
advise on all financial and administrative aspects of the project
- Work with the PM to assure that the necessary
space, equipment, supplies and policies are in place so as to maintain an
effective programme operation
- Prepare the treasury forecast in order to send
it to the coordination/ HQ before the 26th of the month
- Coordinate with logistic for set-up dating the
purchase and service follow-up and the equipment follow-up
Reporting
- Ensure that all financial reporting is
completed on time and submitted to donors;
- Provide a weekly sitrep on the activities on
going to the project manager and the coordination.
- Participate in the preparation of weekly
monitoring of the project to be sent to headquarters in Paris.
*Note that this job description
remains flexible, to respond to additional tasks or changes as identified by
the line manager.*
Profile
Profile
- Bachelor's degree in a related field
- Two or more years in accounting, financial
management and administration support with experience in non-profit
accounting, preferable with EU funded projects.
- Demonstrated ability to work effectively with
local and/or international NGOs, CBOs and other grassroots organizations
- Flexibility, initiative and good
problem-solving abilities.
- Ability to meet deadlines, multitask, and work
independently as well as part of a team.
- Computer skills especially in MS Office
- Fluency in English and Swahili.
How to apply:
Applicants should send a one-page application letter and a CV to recruitment@coffey-vn.com with “Admin Finance Assistant, Kenya” in the subject line, by 1st of October, 2015.
Applicants will be evaluated based upon their demonstrated ability to perform the tasks listed above, and their education and experience.
Applicants should send a one-page application letter and a CV to recruitment@coffey-vn.com with “Admin Finance Assistant, Kenya” in the subject line, by 1st of October, 2015.
Applicants will be evaluated based upon their demonstrated ability to perform the tasks listed above, and their education and experience.
The employer has the right to revise
this posting and/or the job description at any time. Neither this posting nor
the job description is a contract for employment.