Finance & Administration Officer – Afya Timiza – 2 positions

Location: 
Turkana and Samburu, Kenya
Contract type: 
full time, fixed contract
Salary: 
commensurate with experience
Closing date: 
Friday, 11 November, 2016
The Finance and Administration Officer will be responsible for all day-to-day accounting and financial operations and administration functions of the office. S/he will participate in project discussion and planning and work closely with the Options Finance Manager to ensure smooth running of the finance system and compliance with all Options Kenya internal policies and USAID policies.
Responsibilities: 

Finance

  • Manage all cash transactions including: issue, track and clear operational and travel advances, daily payments of approved transactions
  • Review expense reports (travel expense reports and operational expense reports) for accuracy and completeness and ensure that expense reports have been fully approved before payment
  • Input data into the accounting system, ensuring accuracy in coding and description
  • Maintain financial databases and ensure timely payments
  • Ensure compliance with USAID and Options Kenya regulations and policies on all financial, administrative, and procurement activities
  • Undertake weekly/monthly cash counts and reconciliations and monthly bank reconciliations,
  • Undertake processing and payments of project activities through the M-Pesa platform
  • Prepare and submit monthly cash forecast and funds requests,
  • Produce monthly financial, Budget vs Actual and variance analysis reports
  • Provide financial support to Options project team members (i.e. funds disbursement during trainings and budgeting for work planning)
  • Support all internal and external audit requirements in liaison with the senior staff
  • Support statutory returns filing on a monthly basis i.e. PAYE, NSSF, NHIF and Pension

Administration

  • Produce and maintain an Asset Register and ensure compliance by USAID regulations
  • Maintain a project Risk and Issue Register and share with the Options Program Manager
  • Ensure accuracy, completeness and timely submission of Options staff time sheets
  • Set-up and maintain personnel files for all Options staff using the Options Kenya Human Recourses Handbook
  • Support Options staff with all administration tasks
  • Support proper orientation, on-boarding and supervision of Staff members as required

Logistics

  • Assist with preparation and logistical support for workshops, meetings and seminars
  • Support Options staff and consultants with all travel arrangements
  • Comply with Amref, Options Kenya and USAID safety procedures at all times, and contribute to building a strong culture of staff safety
Person specification: 
  • The candidate will hold at minimum CPA 2(Section 4) qualification in accounting and a bachelor’s degree in finance and/or accounting
  • The candidate will have at least 3 years of NGO experience in a similar role
  • The candidate will have demonstrated strong finance and accounting skills, including experience with QuickBooks. You will have good experience and knowledge of USAID-funded projects
  • The candidate will have strong multi-tasking, inter-personal, and Microsoft Office suite skills ( advanced in Excel)
  • The candidate will be fluent in English and Swahili.
  • A practical knowledge of the Turkana and/or Samburu context would be an added advantage
Application process: 
  • To apply, please send your CV with a summary note of your skills and experience to Charlotte Langridge opportunities@options.co.uk. Candidates should state the role in the subject header
  • Closing date for applications is Friday 11 November 2016. However, applications will be reviewed on a rolling basis and recruitment may be closed early if the right candidate is found, therefore early applications is advised
  • Only shortlisted applicants will be contacted for interview
Other information: 
  • Options is an equal opportunities employer
  • Candidates are required to have the right to live in Kenya
For more information:

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