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Finance & Admin Assistant Job in Nairobi, Kenya

Organization Profile: Secours Islamique France (SIF) is a Non-Governmental Organization of international solidarity based in France. 

Founded in 1991, SIF is a non-profit and non-political organization dedicated to alleviate the suffering of the poorest people. SIF acts wherever humanitarian and social needs require mobilization of emergency relief and implementation of development programs. 

Today, SIF intervenes in around 20 countries and has been providing its help for 20 years in the respect of cultural diversity, without any distinction of origin, religion or sex.

Job Title:
 Finance & Admin Assistant

Supervisor:
 Regional Administrator

Location: Nairobi, Kenya

Functional Links:
 Admin Assistant in Field Offices

Duration of Contract: 6 Months

Expected Starting Date: ASAP
 
Monthly Salary Range: As per Experience (Starting from 50,350 KES Gross)
General Responsibilities
 
With the support and under the supervision of the regional Administrator, the Finance & Admin Assistant is responsible of all the reconciliation of the accountancy of the regional office and other administrative issues, as delegated by the regional administrator. 

Collaborate with the regional administrator for the daily administration and follow up of activities. 
 
The incumbent will conduct his or her duties in respect of the Secours Islamique France (SIF) policies. 
 
SIF intervenes without any affiliation for politics, religion or financial profit. 

The incumbent will direct his or her activities and engagements without preoccupation of political, racial or religious affiliation.

SIF expects that its staff and contractors’ professional conduct reflect proper behavior in accordance with local culture and traditions. 

The incumbent assures the moral protection of the name of SIF and defends in all circumstances the interests of the organization. 

Specific Responsibilities

Line Management
  • Report technically to the Regional Administrator
Accountancy  and Financial Management
  • Daily update of the accountancy according to the project activities and Finance and Administration needs;
  • Double check of records, according to SIF procedures;
  • Verify that all the receipts/invoices are correctly filled and they are eligible for SIF accountancy (indicating: date, details of the supplier, clearly written the amount with the stamp PAID);
  • Check & maintain the right allocation of expenses to right budget line and project at the field level.
  • Archive all the relevant administrative and accountancy documentation in the proper way indicated by the Administrator and according to SIF procedures;
  • Collect the statement of Bank Accounts by the next working day of the following  month;
  • After monthly closure scanning of accountancy.
  • Fill properly the monthly reconciliation form for each cash and bank, to be signed  by the regional administrator;
Cash management   
  • Supervise the cashbox and accounting management. Line management has the right to verify randomly the cash box balance.
  • Receive cash projections and coordinate with the field offices for fund transfers
  • Check the Invoices, process all approved advances, payments and record the information and transactions in cash book.
  • Daily updation of cash book.
  • Withdraw from the bank account under regional Admin or Head of Mission request.
  • Close the cashbox and cash book on the last working day of each month and do physical cash count with regional Administrator.
HR management   
  •  Support the regional administrator in the contractual placement of the human resources and keep the records of all staff updated.
  • Organize administrative briefing for all new employees.
  • Keep track of paid leave/holiday/overtime/compensation and R&R for the staff.
  • Make payment of salaries;
  • Prepare the end of contracts documents (work certificate, annual leave, pay sheet, discharge of liabilities.
  • Participate to all other aspects related to HR management (Evaluation follow up, disciplinary procedures etc)
  • Work as liaison between staff and regional administrator in order to smooth any problem and maintain a high standard of HR management;
Administration 
  • Pay suppliers under Program Coordinator and regional administrator request and double check the acceptability of the expenditure;
  • Support the Logistics Department in filling the yearly office assets inventory.
  • Develop administrative training for the field staff where needed. Ensure respect and implementation of SIF administrative procedures in the base.
  • Ensure the full confidentiality regarding financial and human resource information.
Reporting 
  • Provide weekly, HR & finance report to the Regional administrator.
Coordination    
  • Ensure and facilitate the communication and information sharing within the team and the department, and contribute to the team responsibilities;
  • Work in close collaboration with other departments.
Others 
  • Undertake all other duties that may be determined by the regional administrator and that are compatible with the job.
Profile Required:
  • Qualification: Minimum bachelor’s degree in Finance/Administration or equivalent in accounting, management, Administration.
  • Languages: Fluent English
  • Computer skills: Excellent knowledge of Word and Excel.
  • Professional experience: 3-4 years in a similar position, preferably with an INGO.
  • Qualities required: Rigour, dynamism, honesty, interest for humanitarian issues.
Please submit your application (CV, cover letter, references) at the attention of: apply.sif@gmail.com thanks to use basic excel, word or PDF format) not later than Jan 19, 2015.

Please clearly mention the position title in the subject line.

SIF is a equal opportunity employer, females are encouraged to apply. 


Only short listed candidates will be contacted.

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