JOB DESCRIPTION: Finance & Administrative Associate (2 positions)
POSITION SUMMARY:
Working under the supervision of the Senior Finance Officer, Senior Procurement Officer and Senior HR, Admin & Operations Officer, the Finance & Administrative Associate will provide finance, procurement and administrative support functions for the county-based field offices (Baringo & Samburu) for an upcoming project. This will involve providing logistical and financial support to technical project staff members during field-based activities, supporting finance, procurement and administrative functions in the project field office acting as custodian of the petty cash, assets/inventory list at the field office.
SPECIFIC DUTIES AND RESPONSIBILITIES:
1. Financial Support:
o Facilitate payments for participants during trainings and other program activities, ensuring accuracy and timeliness.
o Act as custodian of the program’s petty cash, ensuring proper recording, reconciliation, and reporting.
o Support finance staff in managing daily financial activities and preparing financial reports as needed.
2. Administrative Support:
o Provide logistical support to technical staff in organizing trainings, meetings, and events, including venue arrangement, catering, and participant communication.
o Prepare and maintain accurate financial and administrative records, including filing documentation for easy retrieval and audit purposes.
o Take and file meeting minutes to document decisions and action points for future reference.
o Supervise the office assistant to ensure office maintenance is satisfactory.
3. Procurement Support:
o Assist with procurement processes, ensuring compliance with organizational policies and procedures.
o Maintain an up-to-date inventory of program assets and supplies, ensuring accurate tracking and usage of resources.
o Prepare and submit periodic program procurement plans to the procurement department to ensure timely and well facilitated program activities.
4. Asset and Inventory Management:
o Serve as custodian of the program’s inventory, maintaining a comprehensive and accurate asset list.
o Conduct periodic checks to confirm location of assets custodian and functional viability and report any repair and replacement requirements where necessary.
o Reconcile the program asset with any write-offs or replacements to ensure proper usage and safeguarding.
5. Compliance and Record-Keeping:
o Ensure compliance with finance and administrative policies, reporting issues or discrepancies as necessary.
o Organize and file all financial and program-related documents for easy access and audit-readiness.
MIIMUM REQUIREMENTS: QUALIFICATIONS, KNOWLEDGE, SKILL AND ABILITIES
• Bachelor’s degree in commerce (Accounting/Finance option) or a related field and at least 2-years’work experience preferably in an NGO set up.
• Proven experience in accounting, preferably in program management or similar environment.
• Knowledge in Excel and Quick Books system is a MUST.
• Knowledge of finance processes, systems and principles. Experience in donor-funded projects would be an added advantage.
• Excellent written and verbal communication skills with the ability to interact effectively with diverse stakeholders
• Highly organized individual, tactful, has initiative and able to multitask and work well under pressure.
• Ability to work independently, prioritize tasks, and meet deadlines in a fast-paced environment.
• High level of professionalism and discretion in handling confidential information.
Gold Star Kenya has a competitive compensation package and is an equal opportunity employer. Interested candidates are encouraged to apply via email to: [email protected]. Please quote the Job Title provided in the subject line while sending your application and CV in one folder (PDF format), saved using your name and the job title being applied, by December 20th, 2024.
Kindly note that only shortlisted persons will be contacted.
