The Life & Peace Institute (LPI) is an international centre that supports and promotes non-violent approaches to conflict transformation through a combination of research and action that entails the strengthening of existing local capacities and enhancing the preconditions for building peace. LPI’s office in Nairobi is looking for a Finance & Grants Officer.
Closing date: August 6th, 2018 – 2300 EAT.
Contract duration: 1+ years renewable, with probation.
Location: Nairobi, with possible travel in Kenya, Somalia and Sudan.
Purpose of the job: You are responsible for all the finance, human resources (HR) and grant management of LPI operations in Kenya, Somali and Sudan, as well as for essential supervisory tasks within the Finance Unit staff.
Key tasks and responsibilities:
Financial Management
- Post and review all expenditures and every transaction in the Infor SunSystem software V6.3, according to programme and projects budgets, and ensure that reports produced from the accounting system reflect the true position of LPI financial performance
- Process payments and ensure that each payment/transaction complies with LPI internal financial procedures, programmes and project budgets. This includes checking and ensuring the stamping and filing of all vouchers and documents is done
- Design programme/project budgets in consultation with other relevant staff and ensure budget holders are regularly updated on burn rate
- Manage staff advances issuance, liquidation and ageing in line with the LPI’s policies and procedures
- Ensuring that all information required for audit is availed including financial reports
- Ensure Cash/Fund flow management in liaison with relevant staff
- Review procurement documents prior to Procurement Committee meetings in liaison with the Logistics & Administration Officer
- Maintain contact with LPI bankers and monitor all bank transactions to ensure that adequate balances are maintained. This includes ensuring competitive Forex rates
- Analyze risk areas in internal controls and recommend mitigating measures
- Responsible for accounts payables and receivables for the organization
Grants & Partner Management
- Monitor financial performance for all grants and produce reports according to donor reporting requirements
- Facilitate transfer of funds to partners and ensure close monitoring of utilization of funds.
- Support developing/drafting contracts for partners that are compliant to LPI donor regulations
- Ensuring that partner organizations comply with signed contracts
- Regularly review of partner organization’s reports and provide them with documented feedback
- Train and advise on improvements in partner internal controls and related aspects
- Ensure partner management procedures comply to LPI Grant Management Guidelines
Human Resource Management
- Prepare the payroll for local staff, ensuring payment of statutory deductions and file tax returns with relevant authorities
- Keep an up-to-date database of LPI’s staff and consultants
- Provide support to the recruitment process and ensure that new staff recruitment is done in compliance to LPI policy and Kenyan labour laws
- Update and keep secure each staff file and ensure that confidentiality levels are maintained
- Ensure staff training and development plans are designed, budgeted for and implemented
- Develop a robust new staff orientation procedure and ensure that it is implemented
- Advise on staff renumeration, benefits and other entitlements
- Responsible for staff wellbeing such as medical insurance, WIBA, maintenance of the leave schedule and time sheets management
- Liaise with other relevant staff on management of staff complaints, staff disciplinary proceedings and other HR related practices
- Advise and support on staff separation procedures in compliance with Kenyan labour laws and LPI policies
- Ensure the staff appraisal tool is regularly updated, scheduled staff appraisals are completed, filed and outcomes actualized
- Execute other tasks and responsibilities assigned by the Finance & Administration Manager
- The position has supervisory responsibilities. It also requires close working relationship with the Kenya, Somalia and Sudan Programme teams.
The following qualifications are required for the post holder:
- Certified Public Accountant in Kenya and a registered member with ICPAK in good standing
- A holder of university degree in Business Administration, Commerce or any other equivalent qualification
- At least four years of experience in similar functions in an international non-governmental organization
- Advanced book-keeping skills, including the ability to analyze financial information and prepare complete financial statements.
- Experience in enforcing internal financial procedures
- Human Resource experience is required
- Proactive attitude to budget monitoring and reporting, preferably with experience in advanced reporting requirements
- Command of Management Information Systems, in particular info SunSystems V6.3 and exposure to one or more computerized accounting packages
- The candidate must be accurate, thorough, and able to consistently meet deadlines.
- Proficiency in English language, both written and spoken
- Possess a certificate of good conduct from the Kenya Police
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