Finance and Administration Officer, Kenya

ABOUT THE COMPANY

IDLO is the only intergovernmental organization exclusively devoted to promoting the rule of law. Governments, multilateral organizations, private foundations and the private sector support our work. We are headquartered in Rome, where we were first founded, and where we continue to enjoy strong support from the Italian government. We are present in The Hague, a city whose hospitality connects us with an unrivaled legal tradition. And we are represented at the United Nations in New York and Geneva, where we help shape the debate about human rights and development.

JOB SUMMARY

The Finance Team within the Department of Finance and Support Services (DFSS) is responsible for the corporate, project, and financial services which contribute to the business and operating foundation for the successful delivery of IDLO's strategic plan.It manages the overall financial resources essential for the full implementation of IDLO's programming and corporate activities by providing a range of services and solutions for organisational planning, budgeting, treasury, payments, payroll, financial accounting, and reporting. It furthermore maintains all accounts for IDLO by monitoring.Under the supervision of the Finance & Administration Manager, the Finance & Administration Officer will provide financial and administrative services, ensuring high quality, accuracy, and consistency of work. The incumbent will closely coordinate with the Kenya-based Procurement and Programs team.Academic QualificationsJob RequirementsUniversity degree in Finance, Commerce or Accounting from a University recognised in Kenya.Relevant professional accountancy qualification and member of ICPAKWork ExperienceMinimum five years of significant relevant professional experience in financial management and administrationExperience working with international organisations will be a significant advantage.Specific Knowledge, Skills, And CompetenciesDemonstrated work experience with Enterprise Resource Planning (ERP) systems, preferably with MS NAVISIONDemonstrated 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 softwareDemonstrable experience in donor budgeting and reportingProven ability to operate in a team environment liaising with a diverse teamAbility to work under pressure with tight deadlines, flexibility, and an entrepreneurial spiritStrong interpersonal and organisational skills and attention to detailEnthusiastic and proactive attitude;Self-motivated and dynamic with a willingness and ability to use initiative to assist the organisation in achieving its objectives; andKeen sense of ethics, integrity, and commitment to IDLO's mandate.Terms & ConditionsFor this locally recruited position, IDLO shall offer the selected candidate an Affiliate contract of 12 months, with the possibility of extension subject to performance and availability of funding.IDLO shall also offer a yearly basic salary of KES 3,240,000, medical insurance, and leave entitlements in accordance with IDLO Employee Regulations and Rules.This local position is open to candidates who are nationals of the duty station or with permanent resident status or other legal authorisation permitting them to work in the duty station. An employee subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international employees.Applications will be screened on a regular basis; a qualified applicant might be recruited before the deadline. In the interest of making the most effective use of resources, only the short-listed candidates will be contacted during the selection process.IDLO is an Equal Opportunity Employer and values diversity in all areas of its operations. We welcome applications of qualified and diverse candidates. IDLO is committed to achieving a 50/50 gender balance at all levels within its workforce. Female candidates are strongly encouraged to apply for IDLO vacancies.IDLO does not tolerate sexual exploitation or abuse, any kind of harassment, including harassment of a sexual nature or discrimination. As such, IDLO will conduct careful reference and background checks of all selected candidates as part of its selection process.

RESPONSIBILITIES

Summary of functions:Program Financial Budgeting, Monitoring, and ReportingFinance management and accountingSub-grants monitoring:Office administrationKey results expected:Program Financial Budgeting, Monitoring, and ReportingWorking 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 AccountingAssist 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 forecastsMaintain and manage the office petty cashUpdate, 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 NavisionPrepare 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 AdministrationSupport 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.

REQUIRED SKILLS

Budgeting, financial planning, Accounting, Payroll, Accounting IT-systems (use of), Documentation and record keeping

REQUIRED EDUCATION

Bachelor's degree