Job Title: Finance and Administration Officer
Hiring Organization: International
Development Law Organization
Location – Locality: Nairobi
Location – Region: Kenya
Industry: Legal
Job Type: Full
Time
Salary: KES
Date Posted: 04/16/2024
The
Finance Team within the Department of Finance and Support Services (DFSS) is
responsible for the corporate, project, and financial services which contribute
to the business and operating foundation for the successful delivery of IDLO’s
strategic plan.
It manages the overall financial resources essential for the full implementation of IDLO’s programming and corporate activities by providing a range of services and solutions for organisational planning, budgeting, treasury, payments, payroll, financial accounting, and reporting. It furthermore maintains all accounts for IDLO by monitoring.
Under the
supervision of the Finance & Administration Manager, the Finance &
Administration Officer will provide financial and administrative services,
ensuring high quality, accuracy, and consistency of work. The incumbent will
closely coordinate with the Kenya-based Procurement and Programs team.
Primary
Functions
- Program
Financial Budgeting, Monitoring, and Reporting
- Finance
management and accounting
- Sub-grants
monitoring:
- Office
administration
Key
results expected:
Program
Financial Budgeting, Monitoring, and Reporting
- Working
closely with the Program team, monitor the finance-related aspects of the
implementation of Program activities according to approved Program
documents, ensuring that appropriate control reporting structures are
maintained in accordance with IDLO Rules and Regulations and donor
requirements.
- Ensure
the timely preparation and submission of all financial information,
reports, and documentation, including monthly Program financial forecast,
year-end closing of books, etc.
- Assist
in preparing the Program-specific and annual budgets, and assess financial
plans and reports in coordination with the Finance Manager and relevant
departments.
- Process
payments and statutory deductions for all contracted consultants/experts
in line with IDLO standards and procedures.
- Provide
procurement and logistical support to Programs’ activities, including
liaising with the Programs team to ensure timely procurement of required
goods and services related to planned Program activities.
Organizational-Related
Finance and Accounting
- Assist
the Finance and Administration Manager to ensure the execution of all the
IDLO financial policies, systems, and procedures.
- Prepare
the monthly cash replenishment in line with program forecasts
- Maintain
and manage the office petty cash
- Update,
review, and report on the Kenya office finance performance and prepare
required financial statements and short-term and long-term forecasts (in
consultation with the Programs team), highlighting any over/underspend and
reporting on potential gaps.
- Prepare
the payroll for locally recruited employees and make the necessary
statutory deductions; monitor advances to employees and partners to ensure
they are liquidated in line with IDLO policies and procedures.
- Support
the monthly closure of the books in Navision
- Prepare
asset, liability, and capital account entries by compiling and analysing
account information; manage assets register to ensure all assets are
recorded, indexed, secure, and depreciated accordingly.
- Working
closely with the Programs team (Kenya and HQ) as well as the HQ-based
Program Accountant, facilitating the work of internal auditors and any
contracted external auditors.
- Support
the Finance and Administration Manager in liaising with the IDLO bankers
in Kenya including acting as bank agent where so authorised.
Sub-grants
monitoring:
- Support
the sub-granting processes, monitoring, and management systems to ensure
effective and timely issuance, reporting, and oversight of all sub-grants.
- Maintain
sub-grant tracking sheet and filing system for all sub-grantees proposals,
agreements, financial reports, and outstanding advances.
- Review
all sub-grant monitoring reports and prepare management summaries of
findings and recommendations for discussion with the Country Manager.
- Ensure
each sub-grantee submits financial reports in accordance with sub-grant
agreements and reviews financial reports for reasonableness, verifying
consistency in programmatic delivery and financial spending.
Office
Administration
- Support
the Finance Manager in ensuring the smooth day-to-day running of the Kenya
office.
- Administer
and manage the logistics, communication, contracting, and payment of
various service providers such as lessors, travel agents, hotels, office
suppliers, etc. This shall include establishing and maintaining a
suppliers’ database.
- Coordinate
and ensure smooth implementation of and adherence to IDLO logistics,
travel, and security procedures by all employees and consultants.
Academic
qualifications
- University
degree in Finance, Commerce or Accounting from a University recognised in
Kenya.
- Relevant
professional accountancy qualification and member of ICPAK
Work
experience
- Minimum
five years of significant relevant professional experience in financial
management and administration
- Experience
working with international organisations will be a significant advantage.
Specific
knowledge, skills, and competencies
- Demonstrated
work experience with Enterprise Resource Planning (ERP) systems,
preferably with MS NAVISION
- Demonstrated
working knowledge of International Public Sector Accounting Standards
(IPSAS)
- Knowledge
of and experience with spreadsheets (advanced knowledge of Microsoft Excel
is a must), databases, and word processing software
- Demonstrable
experience in donor budgeting and reporting
- Proven
ability to operate in a team environment liaising with a diverse team
- Ability
to work under pressure with tight deadlines, flexibility, and an
entrepreneurial spirit
- Strong
interpersonal and organisational skills and attention to detail
- Enthusiastic
and proactive attitude;
- Self-motivated
and dynamic with a willingness and ability to use initiative to assist the
organisation in achieving its objectives; and
- Keen
sense of ethics, integrity, and commitment to IDLO’s mandate.