Finance and Administrative Officer at John Snow Inc (JSI) Jobs In Kenya
Position Overview:
- The Finance & Administrative Officer (FAO) will be responsible for supporting accounting, procurement and financial reporting systems. S/He will be supervised by the Finance Manager and will work closely with the technical team in country, and the Project F&O backstopping teams at JSI headquarters (HQ) to ensure the program’s compliance with JSI accounting systems and procedures, all relevant donor rules and regulations, and all financial and legal requirements of the Government of the Kenya. The FAO will process all payments and advances; oversee the submission of all monthly invoices and cash flow requests to be sent to HQ; reconcile bank accounts and advances; maintain all financial and administrative documentation according to local law; and be held accountable for the accuracy and timely submission of all financial reports. This position will be based in Nairobi.
Responsibilities:
- Prepare and process the monthly field accounts documentation, including QuickBooks vouchers and reconciliation reports; lead the preparation of monthly cash flow requests, working closely with the program’s technical team in the country, for submission to HQ
- Work closely with the F&O backstopping team, to ensure overall program compliance with donor rules and regulations, track program spending; and ensure the appropriate and effective use of resources in compliance with donor rules and regulations, JSI policies, and the law of the Government of Kenya, with minimal risk exposure to the program
- Ensure that all JSI program spending in the country is reasonable, allocable, and well-documented
- Track and report on project spending and financial status monthly
- Ensure that all transactions and activities are conducted per JSI financial and administrative regulations
- Provide support in any audits or finance and administrative reviews of JSI/projects
- Procure and process Purchase Orders following donor and JSI/projects’ regulations, including vehicles and equipment
- Support maintenance of Project inventory according to donor and JSI rules and regulations
- Process travel advance requests and reimbursements for staff for field expenses and maintain advance records for all field trips
- Process transportation allowances and per diems for training workshop participants and compile the necessary documentation; may include travel within Kenya
- Proactively identify and respond to any implementation, personnel, and/or other management challenges as they arise, in close consultation with HQ as needed
- Work with Country Project Leads to maintain and secure program inventory
- Support financial and administrative processes in the country
- Supervise project driver (if available) and manage project vehicle including maintenance schedules and travel logs
- Work with the office building owner and/or other tenants and service providers to ensure office is efficiently operating
- Manage office emergency/ security plan and ensure all staff are trained in emergency protocols
- Manage or oversee HR processes, including recruiting, hiring and annual performance reviews.
- Other duties as may be assigned
Qualifications:
- Certified accountant with financial specialization or equivalent combination of training and experience
- Three (3) to five (5) years’ of experience supporting the finances of an international development program
- Proven skills in organizing and supporting financial operations, procurement and local contracting
- Demonstrated ability in analyzing financial documents, projections, expenditures, and accruals
- Skills in program planning, budgeting and financial analysis
- Familiarity with and proven ability to use standard accounting and spreadsheet software including Microsoft Excel (knowledge of Quickbooks required)
- Fluency in English with an ability to communicate effectively on financial operations
- Ability to work independently and multi-task in a team setting with minimal supervision
- Attention to detail and ability to pick up new skills quickly and to understand the broader context of program management
- Must be able to maintain confidentiality for all company and staff proprietary matters.
- Able and willing to travel within the country when required