Finance and Administration Officer

Established in 1915 with Helen Keller as a founding trustee, Helen Keller International is dedicated to saving the sight and lives of the most vulnerable. Headquartered in New York City, it operates programs in 21 countries across Africa, Asia, and the United States, addressing blindness and malnutrition through data-driven programs and research. Helen Keller Intl has partnered with national and county governments, UN agencies, NGOs, and communities to deliver nutrition-specific interventions. The organization supports 25 counties in providing Vitamin A supplements, deworming, and other essential health services, reaching up to 4 million children.

In addition, the organization collaborates with Vitamin Angels and iDE to improve nutrition globally for underserved pregnant women, infants, and young children; under the Transforming Lives Through Nutrition initiative enhances maternal and child health by delivering proven nutrition interventions and strengthening health and food systems. In partnership with UNICEF and the Kilifi and Samburu County governments, Helen Keller Intl has commenced implementation of the Enhance Project to improve nutrition outcomes for vulnerable populations in these counties, focusing on children aged 6-59 months and pregnant women/adolescent girls.

Position title: Finance and Administration Officer

Report Directly to: Finance Manager

Collaborate with: Country staff and Partners and all Helen Keller Intl staff regional and HQ teams.

RESPONSIBILITIES

Finance and Accounting :

• Enter all transactions, including payments, advances, retirements, cash receipts into financial accounting software on a daily basis ensuring all records are complete daily.
• Review coding of all transactions before entry into the financial system and in case of concerns verify with budget holders and finance manager.
• Review activity requests and prepare payment request form;
• Review all receipts and invoices for accuracy and completeness with all their respective supporting documents;
• Ensure office financial filing is accurate, retrieval of documents is easy and filing is always kept up- to-date, with no unfiled documentation at the end of each working day;
• Reconcile all bank accounts monthly against bank statements, review for any long outstanding unclear items and submit to management for approval;
• Reconcile petty cash at the end of each month and ensure it is used appropriately;
• Review all staff retirements and ensure accurately processed and filed;
• Review all sub-award retirement reports for accuracy and maintain the tracker;
• Conduct field visits with sub-recipients, if necessary, to assist in the assessment of the financial management of sub-recipients.
• Manage MPESA payments and prepare reconciliation;
• Ensure all accruals and prepayments are accurately recorded each month;
• Support Finance department with preparation of month end financial package;

Support Finance department with preparation for audits;

• Support Finance department with the monitoring of donor and field office budgets on a monthly basis and preparation of donor financial reports.

Office administration:

• Ensure full compliance of all administrative activities with HKI regulations, policies, procedures and strategies;
• Manage project supplies and office inventory, ensuring it is kept up-to-date at all times with new additions and disposals;
• Undertake physical verification of inventory items and report any discrepancies between physical count and inventory list;
• Follow up on all insurance renewals and issues;
• Liaise with vendors/suppliers as required to ensure adequate maintenance of office facility and insurance follow up;

Logistics:

• Manage vehicle log books – control and filing, by ensuring thorough completion by drivers for each journey;
• Manage system to monitor and control fuel usage for vehicles and generators;
• Ensure paperwork for all vehicles is complete and up-to-date including registration, insurance etc. and ensure vehicles are appropriately maintained;
• Organize logistics including booking of flights and hotel reservations, making arrangements for transportation, review of travel authorizations, documentation and payments;
• Coordination and supervision of support staff (cleaner etc.); Generator management;

Procurement:

• Ensure all procurements comply with HKI policies and procedures, ensuring correct usage of all forms;
• Ensure the proper filing of all procurement documentation;
• Solicit quotations and bids as appropriate;
• Prepare Service agreements for approval;
• Provide training to other staff on HKI procurement procedures;
• Supplier Contract management

Qualifications:

• Degree in Business related course or supply chain. At least 4 years’ experience in finance, supply chain and office administration. CPA or CIPS or CPSP certification required.
  • Required skills & competencies:
  • Demonstrated use of accounting software ERP system. Ability to learn, prioritise and manage complex and competing activities. Ability to effectively communicate. Ability to take initiative and adapt to different working conditions and diverse cultural environments. Proficient in micrososft office. Demonstrated ability to work both independently and within a team.