Identification of Position
Title: Accounts
& Administration Officer
Location: Nairobi / Kenya
Reports
to: Regional Director
Start
Date: July 15, 2020
Contract
Duration: Until December 31, 2020 (Renewal for a
year in Jan. 2021)
Organisational Context
The Jesuit Refugee Service (JRS) is an
international non-governmental organisation with a mission to accompany, serve,
and advocate for the rights of refugees and forcibly displaced people. The
organisation was founded in November 1980 and has a presence in 56 countries.
JRS undertakes services at national and regional levels with the support and
guidance of an international office in Rome. The style of JRS service is human
and spiritual, working in situations of greatest need, seeking the long-term
wellbeing of refugees and displaced persons, while not neglecting their
immediate or urgent needs. JRS offers opportunities to a wide variety of staff,
local and international, while maintaining a realistic and localised scheme of
salary/stipend, insurance, etc.
Objective
The Accounts & Administration Officer
will be responsible for all accounting and related administrative matters of
the Regional Office. In addition, she/he will ensure the proper management of
the Regional Office budget and the respect of the internal and funders’
financial requirements.
Key Responsibilities
Administration
• Help prepare meetings and accurately record
minutes from the meetings.
• Make travel and accommodation arrangements
• Prepare reports, memos, invoices, letters,
and other documents.
• Opening, sorting and distributing incoming
letters
• Answering phones and routing calls to the
persons concerned or taking messages.
• Filing and retrieving organisation records,
documents, and reports.
• Welcoming visitors and scheduling meetings
with the Regional Director.
• Performing office duties that include
ordering supplies and managing a records database.
• Provide general administrative and
operational support.
Finance
• Manage financial records and receipts
• Process invoices, record accounts payable
and accounts receivable
• Update internal systems with financial data
• Reconcile bank statements and cash register
• Management of cashflow and preparation of
monthly cashflow projections
• Process monthly payroll
• Reconcile Fixed asset register against
General Ledger
• Assist in the preparation of the Regional
Office annual budget
• Monitor the approved budget and provide
progress report to decision-makers
• Prepare annual accounts to trial balance
stage and liaise with external auditor
• Be a point of contact for the International
Office and Country Finance teams for questions related to funds allocations and
liquidity transfer
Qualification and Experience
The following skills and capacities may have
been developed through a combination of formal or informal education, previous
professional experience, or current training/professional experience that the
candidate is undergoing.
The candidate should:
• Hold a BS in Business Administration –
Accounting or related field.
• Have solid knowledge and understanding of
accounting principles and a practical knowledge of financial and compliance
systems.
• Effective communication skills (verbal and
written) with individuals at all levels of the organization
• Speak and write both English and French
(advanced level for both)
• Have knowledge in using various software,
including word processing, spreadsheets, databases, and presentation software.
Desired:
• Working knowledge of NAVISION would be a
plus.
• Have three (3) years of experience in a
similar position.
Special Competencies or Skills
• Skilled and confident communicator
• High level of attention to detail is
essential
• Is flexible and can adapt well to fluid
situations
• Can take initiative and work autonomously
(as well as an effective team player). Willing and able to conduct field
missions when necessary.
• Able to work well under pressure and meet
set deadlines
TERMS AND CONDITIONS
The contract is for an initial 5 months
renewable for a year. The JRS remuneration policy is aligned with the JRS ethos
to offer effective and professional services and at the same time express
solidarity with the people served. Details will be discussed with short-listed
candidates.
All applicants are requested to submit the
following documents:
- Curriculum
Vitae (CV) in English including three (3) professional references with
their contact information, phone and email address.
- A
cover letter describing the candidate’s desire and motivation to work for
JRS and his/her qualifications and experience are a good fit for this
position.
Interested candidates should submit their application to the HR
Officer via email ; hrkenya@jrs.net with Accounts and
Administration Officer as the subject of the email.
Only short listed
candidates will be contacted.
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