Finance and Administration Officers Jobs in Kenya

Job title: Finance and Administration Officer 

(2 positions: Turkana & Samburu)
Department: Kenya Country Team, Afya Timiza Project
Location: Lodwar & Maralal, Kenya
Post holder: New position
Reporting to: Project Accountant / Project Finance Manager, and Options Finance Manager

Responsible for: n/a
Liaison with: Project team members, consortium partners
Hours: Full-time
Type of contract: Fixed-term
Organisation: Options Consultancy Services Limited was established in 1992 and is a wholly owned subsidiary of Marie Stopes International. 

We are a consultancy organisation providing technical and management expertise in the health and social sectors to governments and international development partners to transform the health of women and children. 

We provide information, expertise and influence to governments, health workers, NGOs and businesses to catalyse change so that health services can be accessed by the people who need them most.
Main purpose of job: The Finance and Administration Officer will be responsible for all Options day-to-day accounting and financial operations and administration functions of their allocated office. 

They will participate in project discussion and planning as appropriate and work closely with the Options Finance Manger to ensure smooth running of the Options finance system in your allocated office and compliance with all Options Kenya internal policies and USAID policies.
You will be expected to work closely with colleagues based in Turkana or Samburu, and Nairobi, particularly on finance and administration related issues and to ensure that targets are met.
Main duties
  • Maintain custody of the Options petty cash fund in our assigned office and make daily payments of approved transactions
  • Manage all cash transactions including: issue, track and clear operational and travel advances
  • Review expense reports (that are within your authority levels) (travel expense reports and operational expense reports) for accuracy and completeness and ensure that expense reports have been fully approved before payment
  • Input data into the accounting system, ensuring accuracy in coding and description
  • Maintain a database of vouchers, bank payment instructions and purchase orders and ensure timely payments
  • Ensure that all financial transactions are recorded accurately and promptly
  • Ensure compliance with USAID and Options Kenya regulations and policies on all financial, administrative, and procurement activities
  • Undertake weekly/monthly cash counts and reconciliations and monthly bank reconciliations
  • Undertake processing and payments of project activities through the M-Pesa platform
  • Prepare and submit monthly cash forecast and funds requests
  • Produce monthly financial, Budget vs Actual and variance analysis reports
  • Resolve finance related queries and escalate issues when they are above assigned authority levels
  • Provide financial support to Options project team members (i.e. funds disbursement during trainings and budgeting for work planning)
  • Support all internal and external audit requirements in liaison with the senior staff
  • Support statutory returns filing on a monthly basis i.e. PAYE, NSSF, NHIF and Pension
  • Produce and maintain an Asset Register and ensure compliance by USAID regulations
  • Maintain a project Risk and Issue Register and share with the Options Program Manager on a monthly basis or more frequently when a new risk or issue arises
  • Produce and maintenance of the Options staff leave tracker
  • Ensure accuracy, completeness and timely submission of Options staff time sheets
  • Set-up and maintain personnel files for all Options staff using the Options Kenya Human Recourses Handbook
  • Support Options staff with all administration tasks
  • Support proper orientation, on-boarding and supervision of Staff members as required
  • Assist with preparation and logistical support for workshops, meetings and seminars, as requested
  • Support Options staff and consultants with all travel arrangements together with the Options Program Assistant
  • Comply with Amref, Options Kenya and USAID safety procedures at all times, and contribute to building a strong culture of staff safety
Note: this job description reflects the present requirements of the post. As duties and responsibilities change and develop the job description will be reviewed and be subject to amendment in consultation with the job holder.
Person specification
  • Minimum CPA 2 (Section 4) qualification in accounting
  • Bachelors degree or higher in finance and/or accounting
  • Minimum of 3 years of NGO experience in a similar role
  • Demonstrated strong finance and accounting skills
  • Specialist knowledge of working on USAID funded projects
  • Experience with QuickBooks
  • Experience with USAID project start-up and close down of finance and administrative systems (Desirable)
  • Experience working with USD and GBP (Desirable)
Skills and attributes
  • Knowledge of USAID regulations
  • Excellent organisation and coordination skills
  • Strong inter-personal skills
  • Excellent English verbal and written communication skills
  • Ability to multi-task covering multiple work streams simultaneously
  • Ability to work independently and as part of a team
  • Ability to work under pressure and to tight deadlines
  • Excellent Word and PowerPoint skills
  • Advanced Excel skills
Other requirements
  • Confident self-reliant self-starter
  • Naturally committed and hard-working
  • Sympathetic to the needs and aims of the project
  • Commitment to Equal Opportunities
  • Ability and willingness travel to sub-county level and Nairobi
  • Ability and willingness to work in either Turkana or Samburu, for up to five years
  • Ability to work in Kenya
How to Apply

The applications should be submitted by Friday 4th November 2016 and should be addressed to Charlotte Langridge