Closing date: August 31, 2021
About
Natural Justice
Natural Justice is an African non-profit
organization specializing in environmental justice. Natural Justice uses the
law to support communities participate in decisions that affect their land,
culture and environment. Natural Justice works in a number of African
countries, with offices in Kenya, South Africa and Senegal.
About the role:
The Administration and Finance Officer is the first contact point to visitors and partners and is primarily responsible for providing support to the programme office by maintaining accountability systems, establishing, and maintaining communication in the program office, and ensuring the smooth administration of the Office.
Specific roles:
- Communication: support the Office in the
dissemination of information.
- Finance & Administration
- Payments, Record Keeping and travel management.
- Prepare payments and ensure payments are fully
supported as per NJ policies.
- Maintain office petty cash, prepare payments, ensure
proper authorization for payments, distribute payments as required, and
supervise the processing of staff claims and advances and per diem.
- Responsible for processing & paying staff
expense claims.
- Initiate the payment process and submit to Senior
Finance Officer for approval.
- Filing all copies of the supporting documents
- Payroll support by filing of statutory returns and
payment of other payroll deductions to the relevant bodies in an accurate
and timely manner.
- Review travel advances request for the country staff
and ensure that receipts fully support all expenses.
- Assist in the process of prequalification of vendors.
- Petty cash management.
- Manage/handle petty cash transactions,
documentation, payments/disbursements, and reconciliation in collaboration
with the Finance Officer as per NJ policies.
- Follow up for liquidation of all expense claims,
advances, and reimbursements.
- Prepare monthly petty cash reconciliation by 5th of
every month and submit approved petty cash certificate all supporting
documentation per policy.
- Monitor host organization’s account and ensure that
invoices are submitted and paid on time.
- Reporting, Auditing, budgets and work plans
- Ensure that expenses are coded correctly and charged
to the correct project code.
- Assist the Senior Finance Officer in budget proposal
preparations.
- Liaise with program officers to monitor spend rate
for projects expenditures.
- Providing support during annual external audits and
projects compliance audits.
- Administration
- Act as the initial point of contact for the project
office by responding to inquiries and requests or following up on all
incoming and outgoing correspondence as appropriate.
- Support in organizing staff meetings, workshops,
seminars and learning events.
- Coordination of the project’s office logistics. This
includes meetings, workshops and conferences, including assisting the
participants with their travel arrangements, making accommodation
arrangements, and payment of travel allowances for both the field and
administration staff, including our partner agencies.
- Maintain an updated, computerized mailing list of
contacts within project extensive regional network. Including
beneficiaries, consultants, partners, and other organizations where
applicable.
- Establish and maintain a record-keeping system on
meetings and other events organized by the project, sub-contracts and
memorandum of understanding issued, agreement, information material
projected by the project and equipment purchased under the project.
- Prepare pre-encumbrance for stock requisitions for
the Office and ensuring adequate supplies of all items.
- Be the custodian of NATURAL JUSTICE fixed assets and
keep an up-to-date fixed asset register.
- Coordination of the project’s procurement process including
sourcing of suppliers and maintaining an up-to-date supplier’s database.
- Maintaining records of receipts and expenditures for
the Natural Justice.
- Diligently perform any other assigned duties as
prescribed by the immediate supervisor.
- Reporting: prepare reports as may be requested from
time to time.
- Programme Linkages: provide administrative support
to programme staff as may be required.
- General; develop and maintain a good knowledge of
the role and policies of Natural Justice; represent Natural Justice in a
positive, professional, and effective manner; provide accurate and timely
information to inform decision making.
Qualifications, Skills & Competencies
- A Business-related degree or equivalent from a
recognized University
- CPA(K)
- Relevant experience; at least five years in a
similar role within the NGO sector
- Ability to work with limited supervision on roles
assigned
- Critical thinking and problem-solving; critically
reviews, analyses, synthesizes, compares and interprets information; ability
to carry root-cause analysis to identify and resolve problems
- Proactive (develop own practice and concepts); takes
the initiative to go beyond the routine demands of the job;
deadline-driven.
- Teamwork and relationships with Partners: very
good ability to work with a team and to develop and maintain good
relationships with community-based or other grassroots groups and partners
- Attention to Detail: diligently checks work to
ensure that all essential details have been considered.
- Conflict Management: able to effectively negotiate
and resolve issues either within or outside of the organization
- Diversity Management Skills: very good, demonstrated
awareness of and sensitivity to the needs and concerns of individuals from
diverse cultures, backgrounds, genders, and orientations.
- Cooperative; works cooperatively with others
to complete work assignments
- Empathy and open-minded; demonstrates the
ability to sense others’ feelings and how they see things.
- Public Service; very good, demonstrable commitment
to serving the public interest
Should the above
describe you and are interested, please send your detailed CV highlighting
relevant experience, current and expected salary details, a daytime phone
contact, email address, and the names of three professional referees by close
of business Friday, 31st August 2021. All
applications should be sent to recruit@platinumadvisory.co.ke
Natural Justice is an equal opportunity
employer. Candidates’ information may be subject to background checking.