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Job Title: Finance and Administration Officer
Reports to: Head of Finance & Administration Officer/ Project Coordinator – Narok
Closely work with: Local Implementing Partners, Consortium Members, WeWorld Program and Finance team at country and county offices.
Job Location: Narok.
Contract Details: Annual Renewable contract subject to funds availability with 3 Months’ probation
We World is an independent Italian organization with Development Cooperation and Humanitarian Aid projects in 25 countries. We work to promote recognition and respect of the fundamental rights of every human being, fighting poverty, injustice and generating sustainable and durable socio-economic growth models. We strive for a better world where everyone, especially women and children, have equal opportunities and rights, access to resources, to health, to education and to dignified work. A world in which the environment is a common good to be respected and preserved; in which war, violence and exploitation are banned. We feel called upon to increase our capabilities of providing support, in a global context characterized by economic and environmental crises, conflicts and inequalities, in which Humanitarian Aid and Development Cooperation are more linked than ever.
We World has been operating in Kenya since 2009 implementing projects in the counties of , Isiolo, Nairobi, Narok, Nyamira, Kwale, Migori and Homabay. Our key thematic areas of intervention focus on: Health and Nutrition, Water Sanitation; Food security, Resilience, Climate Change, Livelihood, peace-building, Education; Socio-Economic Development
Job Summary:
Working as an important member of a diverse team who are committed to serve the world’s most vulnerable communities especially women and children around the World.
Ensure proper management and utilization of donor funds disbursed to Narok Office and WW Partners in Narok, according to outlined procedures in the partnership agreement and in accordance to Partner Financial policies. Prepare all financial reports for Narok office, both hard copies and softcopies, ensure all are in compliance with set policies and budgets and send to the Coordination office in time.
Main Duties and Responsibilities
Finance Tasks
- Ensure that the financial reports adhere to We World and other donor guidelines
- Monitoring of project cash flows, and timely preparation of requests from the donors
- Responsible for safeguarding the organization’s assets, in close coordination with the Project coordinator and procurement Officer in Nairobi
- To support program staff to ensure that the reports are delivered on time and are of good quality, according to WeWorld and other donor standards
- Prepare Narok office and partner import files and input the same in SQUARE. After, import the report from SQUARE, share with the partners and update the Financial Plan accordingly to be shared with Coordination in Nairobi
- Assist with annual external audits by ensuring that all documentation is availed in a timely manner
- Liaise with Coordination in Nairobi and ensure that vendors are paid on time and that all support documentation has been availed and meets WW and donor procedures and rules.
- Process cash payments and ensures all transaction are well documented and vouchers properly filed
- Ensure adequate cash at all times in the field office
- In collaboration with the Head of Finance and Administration, the Project Coordinator and Country Representative, you will identify areas for further improvement on financial management and define frameworks, procedures and indicators oriented towards improved organizational and financial management
- Review cash requests from the partners and disburse funds to the field for approved program expenses
- Monitoring the budgets and make sure that it is in line with the funding received;
- Ensure that a proper and transparent filling of all documents relating to finance is present and updated in the offices;
- Under the supervision of the Head of finance undertake scheduled partner visits to carry out Interim Monitoring Mission and generate reports on the same detailing your findings and areas of partner improvement
- Assist We World office to run smooth internal and external audits of the project;
- Cash book management and registration in the accounting overall system of the organization (SQUARE);
- Ensure that a transparent and proper system of authorizations is implemented and monitor constantly that this is updated and filed accordingly;
- Supervise that staff travel expenditures are undertaken according to the funds available and the estimation given, when needed.
Admin Tasks
- Ensure We World and donors regulations (such as PRAG) are adhered to in all procurement of goods and services;
- Maintain the staff leave follow ups for the various offices in consultation with the HR Officer
- Manage the filing, storage and security of documents;
- Perform other related duties as required.
Minimum Education, Qualifications & Experience Required:
- Bachelor’s degree in finance, accounting, or similar
- CPA part 2 or equivalent
- ICPAK membership will be an added advantage
- At least three years of proven previous work experience in as similar role with an NGO
- Practical experience with accounting software (such as QuickBooks), spreadsheets (such as MS Excel), and databases (such as MS Access)
- Valid certificate of good conduct
- Able to quickly learn and adapt to new software and processes
- A solid understanding of bookkeeping procedures including crediting and debiting appropriate accounts, posting entries to ledger accounts, and reconciling accounts
- Effective written and verbal communication skills
- Works well in a team environment and with upper management
- High level of critical thinking and logical analysis
- Good organizational and time management skills
- Able to work well under pressure and meet all deadlines
- Always keeps the highest standards of compliance and confidentiality
How to apply
Interested candidates, who meet the above requirements, should send a detailed CV with three referees and Cover Letter Only to kenya.hr@weworld.it with the subject of the email as “Finance and Administration Officer’’ on or before 22th July 2024. Only short-listed candidates will be contacted for interview.
WeWorld is an equal opportunity employer and does not charge a fee at any stage of recruitment process (for application, written test, interview, training, medical examination etc.) nor act through recruitment agents. This is applicable for all opportunities including staff and interns