Finance and Administration Assistant
Danish Demining Group (DDG) is a unit within the Danish Refugee Council (DRC) specializing in Armed Violence Reduction (AVR) and Humanitarian Mine Action. DDG was established in 1998 and has been operational in the Horn of Africa since 1999. The focus of DDG’s work in the region is on AVR, including community-driven approaches to improving public security provision, conflict management and conflict analysis and sensitivity.
Conflict
analysis and GIS mapping is used to promote informed inclusive stakeholder
dialogue with the view of collectively identifying and addressing conflict
risks. DDG has a growing portfolio focused on promoting community sensitive
border security and management in the borderland areas in eastern and western
Africa.
Responsibilities
Qualifications
Danish Demining Group (DDG) is a unit within the Danish Refugee Council (DRC) specializing in Armed Violence Reduction (AVR) and Humanitarian Mine Action. DDG was established in 1998 and has been operational in the Horn of Africa since 1999. The focus of DDG’s work in the region is on AVR, including community-driven approaches to improving public security provision, conflict management and conflict analysis and sensitivity.
About the job
Responsible for providing financial services in order to ensure
effective and efficient operations and carry out all bank and cash transactions
and booking of expenses for the field office.
Responsibilities
·
In collaboration with the Program and support team, contribute in
developing appropriate project planning and implementation mechanisms.
·
Process all payments for suppliers/contractors in a timely manner
as provided in approved budget
·
Ensure that proper authorization is obtained before making any
payment.
·
Assess accuracy and completeness of documentation and conformity
with reporting and procurement handbook.
·
Ensure that all vouchers are properly coded (project no., and
budget line
·
Assist in maintaining, control and reconciliation of cash and bank
balances on a daily basis
·
Assist with the monthly, quarterly and annual DRC and donor
reports preparation;
·
Supporting BORESHA Consortium to adequately prepare for both
internal and external audits;
·
Ensure copies of project files and related documents are submitted
to the DRC Country office, Nairobi for back up storage in both hard and soft
copies.
·
Inform the field Finance and Admin Officer and the SPC of all
financial issues which can affect the execution of the project;
·
Reconcile the accounts receivables/advances and issue receipts for
all the funds received;
·
Ensure compliance and enforcement of DRC internal policies,
donor’s regulations and budget restrictions on the project. Ensure all monthly
bills such as security and utilities are paid in a timely manner
·
Function as the Admin and Finance Officer in an acting capacity
when the Officer –in charge is out of duty station
·
Any other task as assigned by the Supervisor or management team.
·
Prepare and submit staff details including Timesheets to Human
Resources Officer for verification and computations;
·
Manage asset transfer in the field;
·
Asset tagging and update of the inventory list.
·
Responsible for HR and Administration functions of the BORESHA
Consortium field office in Mandera;
·
Responsible for the storage and restocking of office consumables
(Stationery and Kitchen etc.) for field offices;
·
Advice and support the SPC or the designate on all administration
and premises-related matters within the office;
·
Coordinate and forward to the Kenya Country Travel and Admin
Officer and Admin and Finance Officer (Mandera) on all travel requirements
local and international and help in procurement of travel tickets;
·
Monitor all service contracts (compound, internet etc.) and
forward renewal contract needs to the SPC and Admin and Finance Officer in
Mandera. Ensure related contract payments are done before expiry of contract
period;
·
Support the SPC in supervision of Office Attendants, cooks,
cleaners and similar staff;
·
Responsible for update of all e files in the back-up hard drive on
a weekly basis;
·
Responsible for timely scanning of all vouchers and timely
submission to the Nairobi office for further action by PMU, Nairobi office;
·
Support the field Finance and Admin Officer in the creation of
standard Contracts for Works, Goods and Services in line with DRC regulations;
Qualifications
·
Degree in Accounting and Finance and CPA Section II
qualification
·
Minimum 2 years of relevant experience in the field of finance
·
Proven ability to prioritize tasks and meet deadlines
·
Comprehensive knowledge of accounting principles
·
Fully proficient in Excel and excellent working knowledge with
worksheets together with experience in the use of accounting and financial
management software
·
Previous experience working for NGO will be an added advantage
DRC core competencies
In this position, you are expected to demonstrate DRC’ five core
competencies:
·
Striving for excellence: You focus on reaching results while
ensuring an efficient process.
·
Collaborating: You involve relevant parties and encourage
feedback.
·
Taking the lead: You take ownership and initiative while aiming
for innovation.
·
Communicating: You listen and speak effectively and honestly.
·
Demonstrating integrity: You act in line with our vision and
values.
How to Apply