Finance Officer
Responsible To: Finance Manager
Working With: Accountant
Finance Assistant
Location: Nairobi
Programme SummaryResponsible To: Finance Manager
Working With: Accountant
Finance Assistant
Location: Nairobi
The organization is an NGO registered in Kenya with its headquarters in Nairobi with field offices in Kenya, Uganda and Somalia.
In Kenya activities are based in western Kenya, Rift Valley and North eastern. The activities are mainly in the health and education sectors.
Scope of the work
The Finance Officer at the headquarters in Nairobi will be responsible for guiding on financial direction and policy implementation at all levels of the organization.
He/she will work closely with the Finance Manager, Programme Manager and Executive Director to review, design and implement institutional systems to strengthen and improve the organization operations/transparency.
In particular the incumbent will be responsible for financial internal controls and budgetary monitoring and control while facilitating faster project implementation.
Duties and responsibilities
- Review
overall preparation of books of accounts and financial reports and ensure
that financial transactions are correctly reported, internal control
system is effective and consistent with project procedures and that
primary books of accounts are maintained.
- Oversee
maintenance of filing system to ensure adequate documentation for all
financial processes.
- Ensure
maintenance of the accounting system to make sure that all transactions
are posted correctly and timely.
- Oversee
timely preparation of statutory deductions including PAYE, NSSF. NHIF,
Pension, SACCO, among others.
- Oversee
posting and maintenance of primary books of accounts in accordance with
acceptable accounting standards, and the organization’s financial policy.
- Oversee
monthly bank and ledger control reconciliation
- Review
all financial documentation including payment vouchers, petty cash
vouchers etc with the highest degree of confidentiality on financial and
accounting information and observe the secrecy ethics code of conduct at
all times in and out of the office.
- Review
cash and cheque payment vouchers to ensure proper and sufficient
corresponding paperwork is attached and ensure that all approvals are done
bore payment.
- Participate
and contribute in the ADEO budgeting process and budget review from time
to time.
- Support
the finance manager in preparation for internal and external audit and
provide financial information whenever need be.
- Carry
out sport checks for suppliers, contractors, consultants etc to ensure
reports are submitted timely.
- Participate
and contribute in project proposal writing for possible future funding
- Put
in place measures to ensure safe custody and proper usage of all ADEO
assets.
- Ensure
inventory of all assets is maintained by the logistics officer of which
quarterly up dates of the list will be made and shared with management.
- Any
other duty that may be assigned from time to time
This job description may be changed or
reviewed from time to time at the discretion of management depending on the
circumstances that may warrant the need for such a review.
Qualifications
Qualifications
- Bachelors
Degree in accounting/finance option or CPA III from a recognized
institution
- 5
years hands on experience
- Experience
in managing donor funds e.g. USAID, Global Fund, UN is a must
- Ability
to carry out financial analysis, projection and budgeting
- Ability
to analyze problems and provide solutions in line with established
policies and procedures
- Superior
knowledge and proficiency in computerized accounting packages
- Ability
to work constructively in a team
- Strong
communication and organizational skills
- Ability
to work for long hours, under pressure and with minimum supervision
- Ability
to travel from time to time to project sites as the situation may dictate.
Senior Accountant
Responsible To: Field Coordinator And Finance Manager
Working With: Accountant
Human Resource Assistant
Logistician
Location: Dadaab
Programme Summary
Dadaab refugee camp, located in North Eastern Province of Kenya, is approximately 100km east of Garissa town in the north central part of Garissa district.
Dadaab is approximately 80 km from the Somali boarder and comprises of three camps (Ifo, Dagahaley and Hagadera) established in 1991. ADEO works in the sectors of health and education in a camp with approximately 100,000 people.
The organization is implementing a comprehensive HIV/AIDS, Malaria, Nutrition programmes and Primary Education programme in the camp, whose enrollment is over 20,000 students in 13 schools.
Scope of the Job
The Senior Accountant will be responsible for the projects which fall under the Dadaab field office.
Working closely with the field coordinator and technical guidance from the Finance manager in Nairobi, the accountant will take lead in the overall responsibility of guiding on financial and administrative policy and procedure direction and implementation at Dadaab level.
Duties and Responsibilities
Responsible To: Field Coordinator And Finance Manager
Working With: Accountant
Human Resource Assistant
Logistician
Location: Dadaab
Programme Summary
Dadaab refugee camp, located in North Eastern Province of Kenya, is approximately 100km east of Garissa town in the north central part of Garissa district.
Dadaab is approximately 80 km from the Somali boarder and comprises of three camps (Ifo, Dagahaley and Hagadera) established in 1991. ADEO works in the sectors of health and education in a camp with approximately 100,000 people.
The organization is implementing a comprehensive HIV/AIDS, Malaria, Nutrition programmes and Primary Education programme in the camp, whose enrollment is over 20,000 students in 13 schools.
Scope of the Job
The Senior Accountant will be responsible for the projects which fall under the Dadaab field office.
Working closely with the field coordinator and technical guidance from the Finance manager in Nairobi, the accountant will take lead in the overall responsibility of guiding on financial and administrative policy and procedure direction and implementation at Dadaab level.
Duties and Responsibilities
- Participate
as a member of the Dadaab field office Management Team
- Design
and implement internal controls at the field office
- Manage
all cash transfers from Nairobi to Dadaab on imprest basis or as advised
by the finance manager.
- Ensure
that proper financial procedures and systems are operated and maintained
at Dadaab field office.
- Review
and approve all transactions to ensure compliance with the financial
policies and guidelines of the organization.
- Familiarize
yourself with all project agreements for the projects under Dadaab field
office
- Set
up, maintain, and monitor internal controls at the field level
- Ensure
compliance with the financial and other donor requirements.
- Co-ordinate
and maintain a cash forecasting system to ensure adequate funds are
available to meet program requirements for the Dadaab office at all times.
- Monitor
ongoing levels of expenditure on individual programmes against each budget
activity and provide timely advice of likely over and under spends
- Ensure
budgetary implications are understood by respective budget holders.
- Prepare
budgets, amendments and forecasts working with the field coordinator and
others.
- Prepare
donor financial reports in line with donor reporting requirements
- Work closely with Field Administrators
and Logisticians and provide supervision and support as required
- Provide
support, training and advice to staff as required
- Pay
regular visits to project sites for regular monitoring and supervision
purposes. This will include construction, stores or training sites. Ensure
basic control measures are in place and all support documents that
auditors may require are maintained.
- Asset
list and movement of the assets (both consumables and non-expendable) are
proper documented and maintained to meet minimum audit requirements.
- Any
other duty assigned from time to time
Personal/Professional Requirements
Qualifications
Essential
Qualifications
Essential
- Bachelors
Degree in accounting/finance option or CPA III from a recognized
institution
- 6
years hands on experience
- Experience
in managing donor funds e.g. USAID, Global Fund, UN is a must
- Ability
to carry out financial analysis, projection and budgeting
- Ability
to analyze problems and provide solutions in line with established
policies and procedures
- Superior
knowledge and proficiency in computerized accounting packages, including
Ms office
- Ability
to work constructively in a team
- Masters
degree is an added advantage
Desirable
- Experience
of field financial management
- Experience
of reporting requirements
- Experience
of implementing financial control systems at field level
- Experience
of field administrative/HR management
- Focused
individual with capacity to plan and manage in a multiple deadline working
environment
- Demonstrate
flexibility, cultural sensitivity when working with the host community and
other partners within the camp
- Strong
communication and organizational skills
- Ability
to work for long hours, under pressure and with minimum supervision.
Working Conditions:
- The
position is in a refugee camp in the North Eastern Province of Kenya.
- The
climate is harsh (semi-arid) and area prone to banditry.
- This
is a non family duty station
Store Keeper
Responsible To: Logistician
Location: Dadaab
Duties and Responsibilities
a. Receiving material:
Responsible To: Logistician
Location: Dadaab
Duties and Responsibilities
a. Receiving material:
- receive
goods from suppliers, other ADEO offices, donors etc
- at
the time of receipt of any item from supplier, the incumbent has to make
sure that the items have been sent by the supplier on the basis of
purchase order and that there is agreement with the invoice and delivery
notes,
- make
sure that goods received from another ADEO office or store are according
to the waybill and packing list.
- Issue
goods received note for items from suppliers. Forward the GRN to finance
for payment to be effected.
b. Arranging materials:
- Arrange
items in the store in a proper manner.
- Allot
Bins to each and every item.
c. Storage of the material:
- Arrange
items to ensure safety from physical, chemical or light damage as the case
may be
- Check
regularly expiry of all goods in store
d. Recording:
- record
all the receipts and issues of items in the respective bin card on a daily
basis
- transfer
the records of receipts and issues to stores data daily or as the case may
be
e. Issue of material:
- issue
items only on approvals by respective officers
f. Reporting
- submit
regular stock updates
- prepare
monthly report on in and out of the stores.
Qualifications
- Diploma
in stores management or equivalent
- At
least 3 years on similar experience
- Computer
literate
- Experience
of working with NGOs is an added advantage
- Excellent
communication skills
- Innovative
and tactful
- Ability
to work for long hours and under pressure
Working Conditions:
- The
position is in a refugee camp in the North Eastern Province of Kenya.
- The
climate is harsh (semi-arid) and area prone to banditry.
- This
is a non family duty station
Cateress
Responsible To: Human Resource/Admin Assistant
Location: Dadaab
Job Description/ Responsibilities:
Responsible To: Human Resource/Admin Assistant
Location: Dadaab
Job Description/ Responsibilities:
- Overall
responsible for managing staff living quarters and the whole compound
- planning
menus in consultation with the staff welfare committee
- guiding
kitchen staff in meals preparation
- Attend
to all kitchen duties including stock taking, ordering, receiving kitchen
supplies
- Ensure
that food is stored, prepared and secured hygienically and safely
- Assist
in maintaining standards of hygiene and cleanliness in staff quarters,
kitchen, and related areas ensuring health and safety regulations are
strictly observed;
- Maintain
proper payment and expense records
- Attend
to staff grievances regarding food or service
- Supervise
the provision of kitchenware, cutlery, crockery and cleaning detergents
- Oversee
the management of accommodation facilities, e.g. maintenance and cleaning
staff accommodation rooms, booking staff on mission or visitors, preparing
visitors invoice, maintaining compound flowers etc.
- Make
assessment to identify the needs of the kitchen, dinning so as to ensure
equipment adequate to meet the staff needs and visitors are sourced and
procured
- Arranging
accommodation for staff on mission either within the compound or in
partner NGOs compounds
- Maintaining
good relationship with all staff and related organizations.
Qualifications
- Diploma
in hospitality/catering/food and beverage management from a recognized
institution.
- 3
years hands on experience
- Computer
literate
- 28
years and above
- Good
organizational and management skills
- Ability
to work for long hours and under pressure
- Innovative
and self driven.
- good
public relations skills
Working Conditions:
- The
position is in a refugee camp in the North Eastern Province of Kenya.
- The
climate is harsh (semi-arid) and area prone to banditry.
- This
is a non family duty station