Finance and Administration Officer (local position) 205 views6 applications

Job purpose:

To support the Finance and Administration Department at Cesvi Regional Office in Nairobi.

Specific Tasks:

FINANCE

Objective 1 : Manage the Cash and book keeping

· Enter advance requests in the books and manage the advance cash and update the cash ledger

· Issue advances to the logistics for purchases

· Receive and check the eligibility of invoices submitted for payment (compliance with purchase voucher, required information);

· Check purchase approval and release required funds

· Enter purchase invoices in cash book

· Codify the invoices and apply them to the corresponding budget;

· Establish a connection between ledger, documents and physical counting.

· Weekly Cash count to be done every end of the week

· Close the cash account every month, physical counting, printing of reconciliation documents, checking of supporting documents as well as occasional surprise cash counts.

· File invoices according to accounting procedures

· Offer possible accounting advance procedure improvements

· Keeping track of cash levels, weekly cash counts and prepare fund request when needed

· Planning for fixed cost (e.g payment of the newspaper, consumables etc) should be done at least 5 days in advance to ensure cash is available in the office

· Keeping updated cash books and monthly submission to Accountant for review

· Submitting of local tax returns and statutory deductions

· Assist Accountants in documents preparation during audit

Objective 2: Manage the Bank transaction on NBO level

· Receive and check the eligibility of invoices submitted for payment (compliance with purchase voucher, required information) for bank payments

· Check purchase approval and release required funds for bank payments

· Update and manage bank books on daily bases

· Keep track of funds in the bank and alert management on incoming funds

· Monitor on daily bases movement on the forex in order to have accurate information about the exchange rates

· Manage exchange rates offered by the bank and negotiate on best rates for the projects

· Advice the Country Administrator on all open loans and close all advances related to the bank transfers

Objective 3 : Consolidate the mission’s accounts monthly:

· Verify payment of rental agreements when they fall due and split the charges over the periods.

· Update the depreciation files for CESVI and project equipment and vehicles

· File monthly the original documents related to advance accounts in a separate file;

· Integrate the cash and bank books into the accounting software

· Check expenditure by the field to enter data into the accounting software

· Update the software for each project.

Objective 5 : Participate in the pre-audit of financial contracts:

· Supervise archiving and presentation of financing contracts (Analytical accounting Book), distribute invoices after journal entries, edit the expenses vouchers from HQ);

· Elaborate the listing of risks for validation by the administrator

· In collaboration with the Administrator, check validity of accounting data with the intermediary and final reports.

HUMAN RESOURCE

Objective 1 : Participate in managing the national staff and ensuring administrative follow-up of the files

· Check contract dates for Kenyan staff and inform the Regional Admin and Head of mission of their expiry date;

· Keep the individual files up-to-date for Kenyan staff and selected Somalia staff

· Check that the procedures regarding recruitment and contract terminations are followed for Kenyan Staff

· Offer guidelines on the preparation of new employment contracts for Kenyan staff according to the HR manual and approved Salary Grid and final drafting of the final version of the contract

· Follow up the annual appraisals of Kenyan staff and ensure that all staff involved in the appraisal schedule it properly and respect the deadlines.

· Updating the database for Kenyan salary payroll and sharing with Regional Administrator for validation before payment

· Ensure that all the due taxes are regularly calculated and paid

Objective 2 : Contribute to exchanging information and respecting the HR procedures In Kenya

· Actively participate during meetings organised with national employees on the HR rules and procedures;

· Formal communication to staff on HR related updates (Holidays, closure of office)

· Inform new Nairobi’s employees of the internal rules; ensure that the base administrator provide the same information at base level

Objective 3 : Participate in evaluating and organizing the work

· Implement recruitment procedures; ensure that all the proper authorization has been requested, and that the proper format has been used, as well that the Job description are coherent with Cesvi standards and PMs needs for Staff recruited in Kenya

· Participate in the recruitment of national staff in Nairobi

Objective 4 : Participate in careers and staff mobility management

· Support the Line managers in the organization of annual appraisal meetings and analyse the grids;

· Train the managers in the use of HR tools;

· Facilitate the process of staff promotion;

Objective 5 : Work on the Kenyan Office human resources administratively :

· Prepare identity cards for new employees;

· Sort all documents in the domestic employees’ individual files and check that all files are complete.