Danish Demining Group (DDG)
Job Re-Advertisement: Admin
and Finance Assistant
Workplace: Wajir – Kenya
Contract type:National contract
Background: Danish Demining Group (DDG) is part of the Danish Refugee
Council (DRC). DRC has operated in Kenya since 2005, and DDG’s programme in
Kenya started in July 2012.
One of DDG Kenya’s three thematic
focus areas is community safety in border areas.
This position is established to
support the implementation of the Collaboration for Improved Border Security
and Management (CIBS) Programme in Wajir
Purpose: The Admin and Finance Assistant (A&FA) supports the
Project Coordinator in implementing the CIBS programme in Wajir, in relation to
all financial aspects of the project.
The A&FA will ensure efficient
and effective financial/administrative operation of DDG’s Wajir office and the
project activities.
She/he will ensure compliance with
DDG’s Operations Handbook alongside donor policies, procedures, guidelines and
rules.
She/he will seek and receive policy
guidance/ instructions and support from the Head of Admin and Finance and the
Regional Finance Officer.
Roles and Responsibilities
Finance Roles
·
Maintain financial files (physical
and soft copies) and records according to DRC Operations handbook;
·
Assist with preparation of budgets;
·
Implement financial policies and
procedures;
·
Establish the cash requirements, and
maintain adequate cash levels and related cash controls, safe custody of safe
keys;
·
Ensure weekly cash counts and
reconciliations by DDG Operational office are regularly conducted and reviewed;
·
Ensure month end cash counts are
properly supervised and submitted to DDG office in Nairobi;
·
Confirm that full accountabilities
(documentations) are obtained for all expenditures and validity of claims all
financial claims;
·
Ensure weekly cashbooks’ preparation
with complete documentations for all the projects for reviewed weekly by
Project/Finance manager;
·
Ensure transactions are properly
recorded and entered into the cash books on a daily basis;
·
Maintain and reconcile daily, weekly
and monthly cash books and budget follow ups;
·
Prepare and reconcile bank
statements;
·
Ensure that monthly cash books are
regularly submitted to the Regional Grants;
·
Process approved payments of supplier
/ service provider invoices on the basis of complete documentation;
·
Prepare schedules for all taxes
withheld or paid on a monthly basis where relevant and submit to the Regional
Grants Officer for verification before submission to the relevant authorities;
·
Assist with the monthly, quarterly
and annual DDG and donor reports preparation;
·
Supporting Grants Officers/managers
and Project Managers to adequately prepare for both internal and external
audits;
·
Ensure copies of project files and
related documents are submitted to the DDG Country office, Nairobi for back up
storage in both hard and soft copies.
·
Keep copies of all documents
submitted to DDG’s Country office in Nairobi in file for reference;
·
Scanning of vouchers and supporting
documents and sees that proper filing is done in accordance with donor
requirements and / or DDG Operational Handbook;
·
Inform the Regional Grants Officer
and the CSPM of all financial issues which can affect the execution of the
project;
·
Ensure the safeguarding of all
available funds;
·
Prepare Payment Vouchers and review
Order Requests in accordance with the approved authority
·
Matrix and running budgets;
·
Reconcile the accounts payables;
·
Accurately prepare the necessary
documents, compile source documents and daily postings of all the paid
transactions in the cash books;
·
Reconcile the accounts
receivables/advances and Issue receipts for all the funds received;
·
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.
Administrative Tasks
·
Responsible for efficient functioning
of the field offices in the field;
·
Responsible for the storage and
restocking of office consumables (Stationery and Kitchen etc) for field
offices;
·
Advice and support the CSPC or the
designate on all administration and premises-related matters within the office;
·
Coordinate and forward to the
Regional Admin and Finance Officer all travel requirements local and
international and procure travel tickets;
·
Monitor all service contracts
(compound, internet etc.) and forward renewal contract needs to the
·
Regional Finance and Admin Officer.
Ensure related contract payments are done before expiry of contract period;
·
Supervise 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 onward dispatch to
HQ on a monthly basis;
·
Support the Regional Finance and
Admin Officer in the creation of standard Contracts for Works,
·
Goods and Services in line with local
regulations;
·
Ensure a proper filing system is put
in place at FO level for any Contracts in a separate file, using a
chronological sequencing of contracts per project. This requires the release of
Statements of
·
Contracts for each Contract as per
DRC template;
·
Ensure contracts are respected and
paid for according to agreed terms of payments;
·
Manage any other relevant
administrative management issues;
·
Uphold the DRC’s Code of Conduct;
Reporting Arrangements
·
Line manager: CIBS Project Coordinator,
Wajir
·
Other key relationships: Internal:
AVR Manager, DDG Country Manager Kenya, Head of Finance and Admin, Regional
Finance Officer
·
External: Auditors, Suppliers.
Personal Specifications
·
A recognised accounting qualification
(CPA or ACCA)
·
A basic degree (Economics /
Accounting / Finance or Business Administration) or compensating relevant work
experience.
·
2 years experience in financial
management/administration within an non-governmental organisation (NGO)
·
Experience in donor compliance
·
Experience of donor reporting ideally
within the NGO sector
·
Experience of analysing financial
information
·
Good communication and interpersonal
skills
·
Fluency in one of the local languages
spoken in Wajir is an advantage;
·
Fluency in English. Strong command of
written English and ability to speak clearly to various audiences;
·
High degree of computer literacy;
including high capacity to use excel.
Personal Qualities
·
Organised, punctual and delivers on
time,
·
Strong ability to motivate and
inspire staff and partners,
·
Excellent networking skills,
·
Passionate about promoting a Kenya
free of armed violence and conflict
·
Intelligent and creative mind that
will enable him/her to identify new and suitable solutions to local safety
needs; Diplomatic, patient and persistent,
·
Analytical and able to present
logical arguments,
·
Curious and seeks out information,
strong drive to learn new things and improve own capacity,
·
Takes initiative – identifies what
needs to get done and does it,
·
Hard working and driven to achieve
objectives, Able to work under minimum supervision
·
A good team player, culturally
sensitive and able to resist external pressure
Terms and Conditions
·
Duty station: Wajir with extensive
field travel within Wajir and Nairobi for official duties.
·
Contract: 12 months – with possibilities
for extension. Salary and conditions in accordance with
·
Danish Refugee Council’s Terms of
Employment for Kenyan National staff.
·
Start date: As soon as possible.
General
Commitments: DRC has a Humanitarian Accountability Framework, outlining
its global accountability commitments. All staff are required to contribute to
the achievement of this framework into the work of DRC (http://www.drc.dk/HAF.4265.0.html).
Application Process
Qualified candidates are invited
to CLICK HERE to
submit their applications which should include a 1-page cover letter clearly
stating their motivation and qualifications and a CV.
Applications should include contact
details of three professional referees who have supervised the candidate in the
last five years.
One referee must be the applicant’s
most recent manager. Only applications that address the stipulated duties and
meet the required qualifications will be considered.
We only accept applications sent via
our online-application form on www.drc.ngo under
Vacancies. Applications should be sent no later than: 18th August, 2017.
If you have questions or are facing
problems with the online application process, please contact job@drc.dk
Danish Refugee Council does not
charge any kind of fee at any stage of the recruitment process nor does it use
recruitment agents.
Danish Demining Group (DDG) is widely
recognised as provider of efficient and community-oriented solutions to human
security problems caused by landmines and other explosive remnants of war as
well as small arms and light weapons.
DDG is part of the Danish Refugee
Council (DRC), which is a humanitarian, non-governmental, non-profit
organisation founded in 1956 that works in more than 35 countries throughout
the world. We are the largest humanitarian NGO in Denmark and consistently
ranked as one of the world’s best NGOs according to Global_Geneva.
We fulfil our mandate by providing
direct assistance to conflict-affected populations – refugees, internally
displaced people and host communities in the conflict areas of the world. We
also advocate on behalf of conflict-affected populations globally on the basis
of humanitarian principles and the Human Rights Declaration. Our work and
long-term strategies are guided by our five core values: Humanitarian approach
– Respect – Independence & neutrality – Inclusion – Honesty &
transparency.
You can read more about our vision
and work on drc.ngo.
