Summary
Date Posted: Friday, April 09, 2021 , Base Salary: Not Disclosed

JOB DETAILS:
Finance & Administrative Assistant
Organisation IOM Kenya Location IOM Kenya Application Deadline 22/04/2021 Posted On Fri, 04/09/2021 - 09:43
Job Description
CONTEXT:
Under the direct supervision of the Head of Kakuma Sub-office, the technical supervision of the Senior Finance Assistant in Nairobi and the overall supervision of the Senior Resource Management Officer, the incumbent will be responsible for implementing finance and administrative activities in Kakuma as follows: .

CORE FUNCTIONS/RESPONSIBILITIES:
Finance Duties:
1. Check invoices and obtain confirmation that the equipment supplies and/or services they refer to have been duly received or provided.
2. Monitor daily petty cash and ensure the safe custody of all cash at hand.
3. Disburse cash to entitled payees, ensuring that payment is made only against properly authorised vouchers.
4. Maintain accounting spreadsheets in accordance with IOM’s normal procedures.
5. Count cash float daily, ensuring that the amount on hand coincides with accounting spreadsheets.
6. Maintain a filing system and ensure that paid vouchers are filed in the order in which they are entered to cashbook.
7. Analyse and reconcile various service providers accounts such as sat phone accounts, mobile phone bills, accommodation bills and IOM charter invoices with a view to ensure
that: invoices are correct, projects are charged a true and fair cost of their usage and that any private usage is duly recovered/reimbursed.
8. Prepare cheque payments.
9. Ensuring that all cash and cheque payment requests are duly completed, certified and authorised by authorised staff and all necessary supporting documents are provided before payment is done.
10. Assist in the preparation of the monthly accounts closure in compliance with the accounts closure checklist
11. Issue official IOM receipts for all collections made by the sub-office.
12. Ensure all Travel Authorizations are duly completed before staff is authorized to travel
13. Check and ensure that all TAs and expense claims are duly completed, and all supporting documents are attached prior to dispatch to Nairobi for computation and reimbursement.
14. Prepare and submit a monthly funding request to Nairobi and ensure that sub office has adequate funding at all times.
15. Review sub office internal controls and notify Head sub-office and Senior Resource Management Officer of any potential weaknesses and propose corrective actions required.
16. Dispatch fortnightly accounting returns to Nairobi.
Administration and Human Resources Duties:
17. Coordinate staff attendance according to established procedures at the Kakuma sub office, ensuring that Leave requests, overtime sheets and timesheets are properly filled and submitted in time.
18. Assist in coordinating and overseeing the recruitment procedures of local staff to ensure IOM rules and procedures are followed and any other HR related issues in sub office in Kakuma with close coordination with HR Nairobi and Head of sub office Kakuma.
19. Check and confirm that all Travel Authorizations are duly completed and before staff is authorized to travel
20. Prepare any reports/documents as requested by HRO Nairobi/Head of sub office Kakuma
21. Verify issued contracts monthly or after a specified time and coordinate with HR Nairobi for renewal on time.
22. Coordinate personnel matters at the Kakuma sub office i.e., contracts for staff, medical cover, staff ID’s etc.
23. Provide advice and guidance to all staff in the office with respect to administrative instructions, procedures, processes, and practices
24. Perform such other duties as may be assigned.

REQUIRED QUALIFICATIONS & EXPERIENCE:
• Experience in HR Management is an asset.
• Ability to set up internal record tracking and planning for accounting cycles.
• Mature individual, able to work independently, paying attention to detail and meeting deadlines.
• Capable of working as a team and under stressful and hardship conditions.
• Demonstrated ability to maintain accuracy and confidentiality in performing responsibilities.
• Good interpersonal skills
• Previous experience with an International organization or NGO is an added advantage.
• Strong knowledge of Computerized Accounting Packages, Microsoft Word, and Excel.
• Experience in supervising staff in a multi-cultural setting

LANGUANGES:
Fluency in both written and spoken English and Kiswahili is required

Education Requirement: No Requirements

Job Experience: No Requirements

Work Hours: 8

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Job application procedure
Interested candidates are invited to submit their application by sending a Motivation Letter and the updated CV to the email address kcorecruitmentkakuma@iom.int  referring to this advertisement.
Closing Date: 22 April 2021
Only shortlisted applicants will be contacted.

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