Summary
Date Posted: Saturday, March 05, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
Finance & Administration Officer - Field Sub Office

Responsibilities
Finance and accounting :
• Enter all transactions, including payments, advances, retirements, cash receipts into financial accounting software on a daily basis ensuring all records are complete daily.
• Review coding of all transactions before entry into the financial system and in case of concerns verify with budget holders and finance manager.
• Review activity requests and prepare payment request form;
• Review all receipts and invoices for accuracy and completeness with all their respective supporting documents;
• Ensure office financial filing is accurate, retrieval of documents is easy and filing is always kept up- to-date, with no unfiled documentation at the end of each working day;
• Reconcile all bank accounts monthly against bank statements, review for any long outstanding unclear items and submit to management for approval;
• Reconcile petty cash at the end of each month and ensure it is used appropriately;
• Review all staff retirements and ensure accurately processed and filed;
• Review all sub-award retirement reports for accuracy and maintain the tracker;
• Conduct field visits with sub-recipients, if necessary, to assist in the assessment of the financial management of sub-recipients.
• Manage MPESA payments and prepare reconciliation;
• Ensure all accruals and prepayments are accurately recorded each month;
• Support Finance department with preparation of month end financial package;
• Support Finance department with preparation for audits;
• Support Finance department with the monitoring of donor and field office budgets on a monthly basis and preparation of donor financial reports.
Office administration:
• Ensure full compliance of all administrative activities with HKI regulations, policies, procedures and strategies;
• Manage project supplies and office inventory, ensuring it is kept up-to-date at all times with new additions and disposals;
• Undertake physical verification of inventory items and report any discrepancies between physical count and inventory list;
• Undertake physical verification of inventory items and report any discrepancies between physical count and inventory list.
• Liaise with vendors/suppliers as required to ensure adequate prompt delivery and service provision for the field office.
Logistics:
• Manage vehicle log books - control and filing, by ensuring thorough completion by drivers for each journey;
• Manage system to monitor and control fuel usage for vehicles and generators;
• Assist in the management of Helen Keller INTL fleet, Prepare and check all documentation related for fleet management (fuel slips, logbook,), and assist in vehicle movement and scheduling drivers
• Organize logistics including booking of flights and hotel reservations, making arrangements for transportation, review of travel authorizations, documentation, and payments;
• Coordination and supervision of support staff (cleaner etc.);
Procurement:
• Ensure all procurements comply with HKI policies and procedures, ensuring correct usage of all forms;
• Ensure the proper filing of all procurement documentation;
• Solicit quotations and bids as appropriate;
• Prepare Service agreements for approval;
• Provide training to other staff on HKI procurement procedures;
• Supplier Contract management

Qualifications:
• Degree in Business related course or supply chain.
• At least 4 years’ experience in finance, supply chain and office administration. CPA or CIPS or CPSP certification required.

Required skills & competencies:
• Demonstrated use of accounting software ERP system.
• Ability to learn, prioritize and manage complex and competing activities.
• Ability to effectively communicate. Ability to take initiative and adapt to different working conditions and diverse cultural environments.
• Proficient in Microsoft office. Demonstrated ability to work both independently and within a team.

Terms and conditions
• One-year contract renewable
The deadline of application is 17th March 2022.

Work Hours: 8

Experience in Months: 48

Level of Education: Bachelor Degree

Job application procedure
Interested candidates to send their cover letter and a curriculum vitae to kenya.recruitment@hki.org  . Please indicate the position on the subject line of the email.

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