Options
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
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
Finance
- 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
Administration
- 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
Logistics
- 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
Qualifications
- Minimum CPA 2
(Section 4) qualification in accounting
- Bachelors
degree or higher in finance and/or accounting
Experience
- 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
The applications should be submitted by Friday 4th November 2016 and should be addressed to Charlotte Langridge opportunities@options.co.uk