Summary
Date Posted: Wednesday, January 06, 2021 , Base Salary: Not Disclosed

JOB DETAILS:
The International Foundation for Electoral Systems (IFES) supports citizens’ rights to participate in free and fair elections. Our independent expertise strengthens electoral systems and builds local capacity to deliver sustainable solutions. Since 1987, IFES has worked in over 145 countries - from developing democracies, to mature democracies.
The International Foundation for Electoral Systems (IFES) is currently recruiting a Finance Officer (FO) for a two-year, FCDO-funded project entitled the Kenya Elections Support Programme (KESP). The program is expected to build upon electoral reforms previously supported by FCDO/DFID in Kenya to contribute to a credible, peaceful and inclusive 2022 general election in Kenya. The program will support:
• Meaningful electoral reforms early in the electoral cycle and effective coordination between relevant institutions;
• Improvement on standards achieved in the 2017 election, and incorporation of lessons learned for more effective planning, management, strategic communication and stakeholder engagement to build public trust;
• An enabling environment that leads to more women, youth and persons with disabilities (PWDs) turning out to vote and elected to representative posts; and,
• Strengthened domestic election observation and monitoring.
PRIMARY FUNCTION/PURPOSE:
• The FO will provide office financial, administrative and operation support to the IFES-Kenya field office. Specifically, FO will support the Director of Finance and Administration (DFA) with the day-today management and operationalization of IFES-Kenya’s financial and administrative systems. .

MAJOR DUTIES AND RESPONSIBILITIES:
The FO will assist the DFA with the processing and execution of all financial transactions, expense tracking and record keeping, day-to-day office administration, management of local contracts and purchase orders, and other general support to program activities. Furthermore, the FO will assist with/be responsible for:
• Preparing local procurement packages and ensure procurements and expenditures are in accordance with FCDO and IFES policies and regulations.
• Collecting office bills and making payments for regular office expenditures via credit card or IFES’ payment processing system.
• Ensuring that all deposits and expenses are supported by appropriate documentation as required by IFES policy and donor regulations and are allocated to the appropriate budget category/chart of accounts.
• Preparing vouchers in QuickBooks and preparing of checks for all project expenditures into QuickBooks accounting system.
• Preparing, in close cooperation with the DFA, monthly financial reports with supporting documentation for all accounts, to be sent to IFES Headquarters as required.
• Preparing end of month bank reconciliation and processing monthly payroll including withholding and payment of the necessary taxes to the authorities.
• Forecasting field office monthly operational costs for cash flow management and preparing monthly wire transfer requests when necessary.
• Reviewing petty cash custody and reconciliation as required.
• Processing VAT exemptions for all applicable payments.
• Tracking local employees’ vacation and sick leave accruals and usages.
• Supporting the preparation of program events.
• Overseeing the day-to-day management of all suppliers/vendors and managing all contracts/leases.
• Providing supervision and mentoring to team members as required.
• Other duties as assigned by the DFA and/or the CD.

SKILLS and SPECIFICATIONS:
• Demonstrated professional experience and knowledge in Generally Accepted Accounting Principles (GAAP), budgeting and fiscal control principles.
• Familiarity with FCDO rules and regulations on financial management and procurement.
• Ability to remain highly organized while handling multiple tasks under tight deadlines;
• Ability to complete tasks with limited supervision;
• Excellent reporting and document handling skills;
• Excellent communication skills in order to be able to work with IFES program and administrative staff to identify and resolve issues.
• Willingness to adhere to all principles of confidentiality.
• Must value operating in a collaborative and cooperative environment.
• Ability to show initiative, good judgment, and resourcefulness.
• Ability to handle sensitive issues and address inclusion matters with integrity

EDUCATION and QUALIFICATIONS:
• Bachelor’s Degree in Finance, Business Management or related required.
• 4 years of experience working with international NGOs on implementation of international technical assistance programs.
• Experience working on FCDO-funded or other donor-funded programs.
• Demonstrated professional experience and knowledge in financial and administrative management.
• Relevant skills in automated accounting software systems and database spreadsheets.
• Proficiency in Word, Power point, Outlook and Excel.

Job Education Requirements: Not Specified

LANGUAGE SKILLS:
Professional level of oral and written fluency in English required. TRAVEL: Travel may be required.
PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:
Standard office work environment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job

Work Hours: 8

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