Finance jobs, Accounting jobs, Supply Chain jobs, Logistics jobs, Business Administration jobs,
Finance Officer – Partnerships
Overall purpose of the role:
The purpose of this position is to support the County Office Finance department by and participate in partners mapping and due diligence processes to ensure that the appropriate organizations are engaged as partners in implementing the projects, reviewing the Partners financials, Partner monitoring visit and capacity building.
Duties & Responsibilities:
Accounting/Finance/Internal Control
- Perform Month-End Closure (MEC) processes in DRC Dynamics in accordance with the DRC MEC guidelines in the areas of Expense Accounting, Bank, Vendor, Receivables, and relevant Ledger Accounts reconciliation.
- Timely review and processing of payments to service providers by ensuring payment requests are properly supported with:
- Proper Authorization as per IDRA
- Adequate supporting documentation with evidence of receipt of the goods and services by suppliers/beneficiaries
- Adherence to approved budgets.
- Proper Coding (Project Number, Budget line)
- Adherence to National law requirements, Compliance with DRC Internal Finance/Procurement procedures, and donor regulations
- Ensure archiving and uploading of payment documents into DRC Dynamics and relevant SharePoint folders.
- Responsible for review of payroll bank upload file to confirm accuracy of staff bank account details, staff name and net pay correspond with the approved master payroll data.
- Support the Finance Coordinator in the review of DRC Dynamics journals for completeness of supporting documents before approval.
Partners Financial Management
- Maintain budget oversight and reviewing of partner financials against the project’s milestones achieved;
- Conduct monitoring and follow-up visits to partners liaising between partnership programme staff and partners’ focal points
- Record and archive visit reports to partners, minutes of meetings, and relevant stakeholders
- Responsible of reviewing partners financial reports and the submitted supporting documents for transactions, and following up on the documentation when not adequately provided and uploading the partner expenses to the DRC ERP dynamics system.
- Responsible for archiving and documentation of finance data including uploading it on DRC’s management information system
- Participate in kick-off workshops and capacity-building events as requested by the partner teams, liaising with human resource, logistics, and programmes departments
- Maintain electronic & hard copy filling system of partnership finance-related documents
- Assist in resolving any administrative matters arising and inquiries from partners in relation to finance.
- Maintain and update contact lists for partners and trainees
- Prepare training materials and facilitate the training sessions for related partners capacity enhancement
- Support improvements in inclusive practices.
- Perform Monthly partner account reconciliation.
Compliance & Reporting
- Support in DRC Kenya statutory audits, donor project audits and expenditure verification exercises by:
- Availing the required information and documents
- Organizing auditor’s meetings with the implementing partners when necessary
- Responding to questions raised through Audit focal points.
- In consultations with the Finance Manager and Head of Support Service, make regular technical support field visits to partners and DRC field office on compliance.
- Any other duties as agreed with the Finance Manager and Head of Support Service.
Experience and technical competencies:
- Minimum 3 years of relevant work experience in financial/accounting and implementing partners (sub-granting) financial management including minimum 1 year with an international NGO in similar role.
- ERP dynamics knowledge
- Advanced proficiency in Excel
- Basic proficiency in PowerPoint and Word
- Advanced English proficiency
- Good understanding of, and experience with, mapping, developing, and managing partnerships with and among CSOs, government or private institutions, federations, networks, and platforms.
Education
- Bachelor’s degree in business management OR Bachelor of Commerce (Accounting Option)
- Certified Public Account (CPA) part II qualification.
Language:
- English (fluent)
- Swahili
IMPORTANT: Write a Perfect Cover Letter in minutes and start getting interviews! Get expert advice as you write.) Use These Examples Proven to Work.
Key stakeholders:
Internal Stakeholder: Programme Staff; Field Finance Staff
External stakeholders: Government authorities; Auditors; Implementing partners; Banks; Donors
About you:
In this position, you are expected to demonstrate DRC’s five core competencies:
- Striving for excellence: You focus on reaching results while ensuring an efficient process.
- Collaborating: You involve relevant parties and encourage feedback.
- Taking the lead: You take ownership and initiative while aiming for innovation.
- Communicating: You listen and speak effectively and honestly.
- Demonstrating integrity: You act in line with our vision and values.
Conditions
- Contract: One-year contract with possibility of extension, subject to funding and performance. Salary and other conditions are offered in accordance with DRC’s Terms of Employment.
- Availability: Nov 2023
- Duty station: Nairobi, with frequent travel to field offices within Kenya.
Supply Chain Assistant
Overall purpose of the role
The Supply Chain Assistant role is to provide support in the Supply chain department in efficient and effective Logistics implementation and smooth running of departmental operations of the Nairobi regional office. The incumbent will be expected to assist in procurement functions, especially low value procurements, receipts and dispatches of procured goods and ensuring that all logistics operations are managed and maintained in an efficient manner.
Responsibilities:
Assets & General Equipment (Inventory) Management
- Read & Understand the DRC OH – Assets
- Complete the assets module in dynamics
- Update all DRC assets and general equipment registers in the FA Module by tracking, and tagging in line with DRC asset management policies working closely with the Regional IT Officer for IT assets and Facilities manager
- Be part of the analysis of vehicle and asset status and make recommendation for timely repairs and replacement
- Implement reports from assets spot checks to ensure implementation and documentation is up to date and produce review reports on areas where improvement is needed.
- Carry out physical assets’ verification from office to office, cross reference and update in the asset register in dynamics
- Carry out a physical GPE verification from room to room and update in an inventory list, clearly specifying location, custodian and the room location.
- Carry out a complete physical verification in the RO office for all DRC assets
- Ensure all assets are tagged and tag number used as the main reference on the assets register
- Identify and prepare a record for all assets and inventory separately that are due for disposal and produce a consolidated disposal list using DRC assets disposal template.
- Liaise and work closely with the IT Officer to ensure all IT assets are tagged and included in the assets list and/ or disposal list
- Work closely with the Facilities Manager to ensure all GPEs are properly tracked
- Liaise with the Regional Supply Chain Manager on the disposal process as necessary once items for disposal have been identified.
Procurement
- Assist with LVOs from time to time as requested by program staff
- Assist the Regional Supply Chain Officer in sending RFQS and preparing CTRs
- Raise payment requests and attaching complete set of procurement documents for payment processing
- Issuing tender documents to vendors on request after tender is announced
- Assist in updating suppliers list and price lists and regularly checking on price validity for updates
- Data entry on CTRS, scoring forms and sheets and other procurement forms as required.
- Liaising with vendors for any discrepancies and/or wrong specifications
- Follow up on all approved orders, to ensure that they are supplied in time and requestors informed.
- Liaising with vendors for invoices immediately after service is rendered for goods purchased
Supplier Prequalification and Establishment of FWAs
- Assist in the preparation of prequalification of suppliers’ documentation, responding to supplier queries and printing the documents on request of suppliers.
- Ensure all bids received are properly handled and archived
- Assist in data entry for evaluation reports of suppliers and drafting of framework agreements
- Sourcing up to date price lists/completed RFQs from suppliers
- Ensure filing/archiving is as per SOP and is accurate, up to date, and in correct order so as to easily facilitate checks and audits.
Fleet Management
- Assist and sit in for facilities manager on vehicle planning and allocation to ensure proper fleet utilization and optimization while reducing wastage.
- Support with coordinated onward transport of goods to field offices through Proper packaging/labelling, timely scheduling and shipping documentation as required
- Ensure Proper filing of all fleet documents i.e. drivers’ docs, maintenance records, fuel reconciliation, insurance docs, log sheets and log books and monthly fleet performance reports in SharePoint as per the SOP
- Assist the Facilities Manager to ensure planned preventative maintenance is carried out to a high standard with minimum disruption to movement activities.
- Assist in prepare and submit the monthly fleet Performance Reports (Fuel, utilization and cost per km) by the 10th of the following month.
- Assist in the management of insurance tracker and ensure timely renewal of insurance for RO vehicles
- Assist the drivers correctly use log sheets to record details of all their movements in liaison with the Facilities Manager.
- Ensure drivers check vehicles every morning using the Vehicle checklist and compile weekly status report for review by RSCM
- Ensure all vehicle operation policies and systems are up to date and enforced within RO operations liaising with the facilities manager.
About you
In this position, you are expected to demonstrate DRC’s five core competencies:
- Striving for excellence: You focus on reaching results while ensuring an efficient process.
- Collaborating: You involve relevant parties and encourage feedback.
- Taking the lead: You take ownership and initiative while aiming for innovation.
- Communicating: You listen and speak effectively and honestly.
- Demonstrating integrity: You act in line with our vision and values.
Experience and technical competencies:
- At least 1 years of related experience
- Experience of similar services in reputable public organization/NGO
- Excellent computer skills and ERP knowledge a plus
- Fluent in communication and writing in English.
- Computer skills for reporting, and communication
Education
- Hold a Bachelor’s degree in Supply Chain/Logistics/Business Administration or related.
- CILT/ CIPS certification is an added advantage
Languages:
- English-professional Competency
- French proficiency preferred
Method of Application
Use the link(s) below to apply on company website.