The Danish Refugee Council (DRC) is a humanitarian, non-governmental, non-profit organisation founded in 1956 that works in more than 30 countries throughout the world.
PURPOSE
The Admin and Finance Assistant (A&FA) supports the Project Coordinator in implementing the CIBS programme in Wajir, in relation to all financial aspects of the project. The A&FA will ensure efficient and effective financial/administrative operation of DDG’s Wajir office and the project activities. She/he will ensure compliance with DDG’s Operations Handbook alongside donor policies, procedures, guidelines and rules. She/he will seek and receive policy guidance/ instructions and support from the Head of Admin and Finance and the Regional Finance Officer.
ROLES AND RESPONSIBILITIES
Finance Roles
- Maintain financial files (physical and soft copies) and records according to DRC Operations handbook;
- Assist with preparation of budgets;
- Implement financial policies and procedures;
- Establish the cash requirements, and maintain adequate cash levels and related cash controls, safe custody of safe keys;
- Ensure weekly cash counts and reconciliations by DDG Operational office are regularly conducted and reviewed;
- Ensure month end cash counts are properly supervised and submitted to DDG office in Nairobi;
- Confirm that full accountabilities (documentations) are obtained for all expenditures and validity of claims all financial claims;
- Ensure weekly cashbooks’ preparation with complete documentations for all the projects for reviewed weekly by Project/Finance manager;
- Ensure transactions are properly recorded and entered into the cash books on a daily basis;
- Maintain and reconcile daily, weekly and monthly cash books and budget follow ups;
- Prepare and reconcile bank statements;
- Ensure that monthly cash books are regularly submitted to the Regional Grants;
- Process approved payments of supplier / service provider invoices on the basis of complete documentation;
- Prepare schedules for all taxes withheld or paid on a monthly basis where relevant and submit to the Regional Grants Officer for verification before submission to the relevant authorities;
- Assist with the monthly, quarterly and annual DDG and donor reports preparation;
- Supporting Grants Officers/managers and Project Managers to adequately prepare for both internal and external audits;
- Ensure copies of project files and related documents are submitted to the DDG Country office, Nairobi for back up storage in both hard and soft copies.
- Keep copies of all documents submitted to DDG’s Country office in Nairobi in file for reference;
- Scanning of vouchers and supporting documents and sees that proper filing is done in accordance with donor requirements and / or DDG Operational Handbook;
- Inform the Regional Grants Officer and the CSPM of all financial issues which can affect the execution of the project;
- Ensure the safeguarding of all available funds;
- Prepare Payment Vouchers and review Order Requests in accordance with the approved authority Matrix and running budgets;
- Reconcile the accounts payables;
- Accurately prepare the necessary documents, compile source documents and daily postings of all the paid transactions in the cash books;
- Reconcile the accounts receivables/advances and Issue receipts for all the funds received;
- Prepare and submit staff details including Timesheets to Human Resources Officer for verification and computations;
- Manage asset transfer in the field;
- Asset tagging and update of the inventory list. Administrative Tasks
- Responsible for efficient functioning of the field offices in the field;
- Responsible for the storage and restocking of office consumables (Stationery and Kitchen etc) for field offices;
- Advice and support the CSPC or the designate on all administration and premises-related matters within the office;
- Coordinate and forward to the Regional Admin and Finance Officer all travel requirements local and international and procure travel tickets;
- Monitor all service contracts (compound, internet etc.) and forward renewal contract needs to the Regional Finance and Admin Officer. Ensure related contract payments are done before expiry of contract period;
- Supervise Office Attendants, cooks, cleaners and similar staff;
- Responsible for update of all e files in the back-up hard drive on a weekly basis;
- Responsible for timely scanning of all vouchers and timely submission to the Nairobi office for onward dispatch to HQ on a monthly basis;
- Support the Regional Finance and Admin Officer in the creation of standard Contracts for Works, Goods and Services in line with local regulations;
- Ensure a proper filing system is put in place at FO level for any Contracts in a separate file, using a chronological sequencing of contracts per project. This requires the release of Statements of Contracts for each Contract as per DRC template;
- Ensure contracts are respected and paid for according to agreed terms of payments;
- Manage any other relevant administrative management issues;
- Uphold the DRC’s Code of Conduct;
REPORTING ARRANGEMENTS
Line manager: CIBS Project Coordinator, Wajir
Other key relationships: Internal: AVR Manager, DDG Country Manager Kenya, Head of Finance and Admin, Regional Finance Officer
External: Auditors, Suppliers.
PERSONAL SPECIFICATIONS
- A recognised accounting qualification (CPA or ACCA)
- A basic degree (Economics / Accounting / Finance or Business Administration) or compensating relevant work experience.
- 2 years experience in financial management/administration within an non-governmental organisation (NGO)
- Experience in donor compliance
- Experience of donor reporting ideally within the NGO sector
- Experience of analysing financial information
- Good communication and interpersonal skills
- Fluency in one of the local languages spoken in Wajir is an advantage;
- Fluency in English. Strong command of written English and ability to speak clearly to various audiences;
- High degree of computer literacy; including high capacity to use excel.
PERSONAL QUALITIES
- Organised, punctual and delivers on time,
- Strong ability to motivate and inspire staff and partners,
- Excellent networking skills,
- Passionate about promoting a Kenya free of armed violence and conflict
- Intelligent and creative mind that will enable him/her to identify new and suitable solutions to local safety needs; Diplomatic, patient and persistent,
- Analytical and able to present logical arguments,
- Curious and seeks out information, strong drive to learn new things and improve own capacity,
- Takes initiative – identifies what needs to get done and does it,
- Hard working and driven to achieve objectives, Able to work under minimum supervision
- A good team player, culturally sensitive and able to resist external pressure
TERMS AND CONDITIONS
Duty station: Wajir with extensive field travel within Wajir and Nairobi for official duties.
Contract: 12 months – with possibilities for extension. Salary and conditions in accordance with Danish Refugee Council’s Terms of Employment for Kenyan National staff.
Start date: As soon as possible.
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