Finance and Administration Officer (FAO)

• To provide financial and administrative management including ensuring statutory compliance systems are in place and adhered to.
• To ensure that the appropriate financial and administrative infrastructure is in place to support the organization in realizing its mission and vision. The Finance and administrative officer is responsible to the Resident Programme Manager in all communications, financial and administrative outputs.

Main tasks & responsibilities:

Finance

● Preparing monthly, bi-annual and annual financial reports in accordance with the client’s and donor procedures and (compensation/accountability) guidelines;

● The administration of supplier and vendor accounts, including the codification of invoices, reimbursement request, journal entries and (the organization’s) bank account reconciliations, contract facilitation in accordance with the client’s and donor procedures and guidelines;

● Monitoring the financial administration of the activity and programme budget and expenditure, and timely identification of potential budget overruns;

● Tracking and monitoring bank and cash balances, as well as ensuring sufficient liquidity/cash flow for programme implementation and submitting advance payment requests in a timely manner;

● Coaching, supporting and advising local programme offices of the client and partners on financial planning and reporting, and ensuring compliance with the organization and partners on procedures and (compensation/accountability) guidelines;

● Facilitating the work of external auditors and providing all assistance as required;

● Implementation and maintenance of the internal financial controls and procedures.

● Review all payment requests in order to certify correctness and ensure all appropriate supporting documents have been provided and correct budget lines used. Thereafter preparing payment vouchers and ensuring the disbursement of payments.

● Writing and disbursing cheques, Initiate online bank transfers and facilitating other banking duties.

● Responsible for disbursement and accounting of funds requests/imprests; vetting of imprest accounting, ensuring that all expenditures are adequately supported and prompt banking of imprest refunds.

● Management of the accounts documents and filling.

● Working closely with field offices to ensure timely request and accounting of funds

● Scrutinize and verify petty cash reconciliation for onward approval

● Posting of accounts data in the accounting system; application of accounting

● software.

● Assist in the preparation and coordination of external audits.

● Maintaining and updating the asset register and ensuring that all assets are insured and are in good condition.

● Preparing the payroll in an efficient, timely and compliant manner in liaison with the Finance and

Administration Manager’s office.

● Preparing statutory deductions and the organization’s legal obligations as per the NGO Coordination board expectations and remittance

● Facilitate the timely payment of all statutory payments e.g. PAYE, NSSF, NHIF and remitting PAYE returns.

Administration

● Maintain an efficient working office environment, including management of allocation of working areas, equipment and supplies, office health and safety, including IT and online support.

● Support in development, implementation and embedding efficient office processes and procedures to meet legislation, data protection requirements and best practice.

● Provide general staff administration and ensure personal adherence to the organization’s Operations and oversee adherence of staff to the same.

● Monitor utility bills to ensure they are up to date and paid on time.

● Undertake full operational responsibility over the organization’s assets in use.

● Supervising and working closely with the Programme officer to ensure smooth operations at the offices including timely opening, closure and general cleanliness.

● Performance of other related duties as required.

● Provide administrative support for the Resident Programme Manager within the organization’s office.

● Ensure accurate filing and storage of all Programme financial documents.

● Support in office procurement of services and items

Required Profile of the Expert

Education

● At least a bachelor’s degree in Finance and Accounting or a related field.

● Certified public accountant CPA (K).

General professional experience:

● A minimum of 3-5 years of professional experience in financial management, bookkeeping, financial reporting and compliance;

● A minimum of 3-5 years of professional experience in an international NGO, including application of financial donor guidelines and audit requirements (experience in Dutch-funded development programmes will be an asset

● Excellent hands-on experience in the accounting system.

● Skills in spread sheets and other computer packages.

Specific professional experience:

● Demonstrated capacity to supervise complex financial management processes and ledgers, also in partner organisations;

● Demonstrated capacity to apply financial administration guidelines, manage human resource

administration (e.g. payroll), (financial) archives administration;

● Excellent verbal and written competency in English and Somali;

● Ability to plan and coordinate pro-actively and work in an organized manner;

● Excellent drafting and reporting skills;

● Timeliness;

● Ability to work under pressure and to handle stress;

● Computer literate (Microsoft Office, Teams, Zoom, common online project management and accounting software).

● Ability to maintain strict confidentiality and show discretion and ability to handle confidential issues.

● Strong organizational skills and close attention to detail in order to produce high quality output.

● Flexibility and willingness to work as a team member and independently, with a high level of self-motivation

Personality profile:

● Excellent in written and spoken English and Kiswahili and ability to communicate effectively.

● Excellent listening and communication skills with sensitivity to communication differences.

● Ability to plan, organize, coordinate and negotiate under pressure.

● Good planning and organizational skills

● Good reporting skills;

● Good social interaction skills and able to network within a multi-cultural and multi-ethnic environment.

● Pro-active and representative attitude towards work and assignments.

● Willingness to travel within Kenya amongst others Garissa and Turkana;

● Gender and conflict sensitive;

● Good coordination and organization skills within a multi-task engagement;

● Capacity to work and adapt within schedules effectively