Finance Administrator (FA)

Organizational Unit

Kenya Country Office

Job’s aim

Responsible for effective and efficient financial operations and systems aiming optimizing expenditures and minimizing losses.

The FA is responsible for office financial transactions entry and analysis at country level and provision of technical support to the Project Controller by ensuring that the Cordaid finance policies and procedures are adhered to.

Job Specification

Responsible for the stewardship of Cordaid assets and reputation by ensuring compliance with local laws, regulations, internal procedures and member/donor requirements. The FA supports the Project Controller and Country Manager in ensuring all expenses are booked correctly and in the most efficient and timely manner.

Aim of the Organizational Unit

Is responsible for realization of Country Office targets

Job category/Grade : Kenya salary scale, Grade 6.

Supervisor : Project Controller

Supervises: None

Contract Period: One year, renewal based on performance.

Key Duties & Responsibilities

Results Areas & Description

Administration

• Review the codes on the payment requisitions before entry into Finance system
• Assures that all monthly closing deadlines are met and support to improve processes where possible.
• Review of staff accountabilities like travel accountabilities, entry in the system and reconciliation on a weekly basis
• Regularly Process payments through the electronic banking system
• Implement and maintain an effective filing system to ensure that all financial records are easily accessible and readily available
• Handles petty cash, checks and carry out the petty cash count each Month with the Project Controller
• Coordinate and record in and out mails, mission order.
• Asset Management, maintain and regularly update the asset register.

Finance

• Check the correctness of coding, completeness of financial documents and review the payments prior to posting to the financial system.
• Verification and certification of accurate transactions in accordance with the standard guidelines

Bank management

• Act as a bank agent
• Assures that all bank accounts are correctly booked on a weekly basis to ensure insightful management information
• Manage all bank accounts and review the accuracy of bank reconciliation statements on monthly basis and follow up on any unreconciled items

Audit Facilitation

• Facilitating both internal & external audits and the preparation of financial statements for auditors both office and donor audits.

Integrity

• Adheres to the code of conduct and Integrity Policies, reports concerns and follows regular integrity trainings. This is a medium-risk position, with no direct contact with vulnerable communities

Other

• Any other duties assigned by the manager

Knowledge, Skills, and Experiences

• Essential – A degree in Accounting/Finance or related field
• At least 5 years working experience in a similar position with International NGO’s
• Knowledge of finance systems, planning & control, (computerized) accounting, (compliance)
• legislation, reporting standards and languages.
• Excellent computer skill (MS Office package) and other web based accounting systems
• Strong financial background with knowledge of different funding modalities
• Good interpersonal & communication skills, including intercultural communication
• Excellent language skills in English
• Stress management and ability to multitask
• Analytical and problem solving skills
• A good team player
• Able to explain and enforce Cordaid Policies
• Knowledge of the mission and goals of the Cordaid program and the security policy.
• Behavioral values and skills: trust, accountability, problem solving, cooperation, flexibility, creativity, collaboration

Competencies

• Personal Integrity
• Ability to work independently under pressure and proactive work style
• Creative and Innovative
• Open and outgoing
• Results Oriented
• People skills
• Entrepreneurial and commercial thinking
• Affinity with the Catholic character of Cordaid

KRAs

• Accurate and timely Financial Administration and in line with (internal) accounting guidelines
• Correct and accurate Bank Management without mistakes
• Good Audit Facilitation and explaining procedures to auditors
• Maintain clean balances
• Support staff in doing their accountabilities