Finance and Administration Officer

4 weeks ago

Nairobi, Nairobi Area, Kenya Helen Keller International Full time

The name Helen Keller is known around the world as a symbol of courage in the face of overwhelming odds, yet she was much more than a symbol.

She was a woman of luminous intelligence, high ambition and great accomplishment who devoted her life to helping others. Helen Keller, our co-founder, envisioned a world without barriers to human potential.

Guided by her fierce optimism, we have been working on the front lines of health and well-being for more than 100 years.

Working in 19 countries across Africa and Asia-as well as in the United States-we are dedicated to eliminating preventable vision loss, malnutrition, and diseases of poverty.

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;
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;
Filing and archiving of all documents.
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, driver 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

Requirements

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.

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