Finance and Administration Officer
Primary Functions
Summary of 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.
IDEAL CANDIDATE
PROFILE
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
How to Apply
Interested and
qualified? Go to International Development
Law Organization (IDLO) on www.impactpool.org to apply