Build Africa Kenya (BAK) is a Non-Governmental Organization committed to developing the potential of young people and supporting their participation in sustainable development programmes. BAK is implementing a new programme Intervention in Kwale, a combination of two related projects: Changing Futures for Girls (funded by Comic Relief) and The Wasichana Project (funded by the Big Lottery Fund). Both projects will benefit girls in 70 public primary schools. The overall aim of the both projects is improving the educational rights and outcomes for girls in the county by addressing factors that impede girls’ education both at school and within the community. The intervention is a joint partnership of Build Africa (UK), Build Africa Kenya, Coalition on Violence Against Women (COVAW) and KWEA.
Job Purpose:
This role is being recruited for a fixed term contract of 28 months, effective March 2015. The purpose of this position is to ensure efficient and effective financial management, accountability under grant funding arrangement and safe custody of Organization’s resources for project activities in Kwale.
Key Accountabilities
· Process and effect payments.
· Transactions recording, documentation and financial systems monitoring.
· Budgetary control
· Timely financial reporting.
Authorities
· Maintain the petty cash float for the Kwale Field Office
· Access and populate the internet banking with transactions ready for authorization.
· Maintain the Cheque book in use.
Key Responsibilities
Finance Responsibilities
· Timely processing of all payments (invoices, field imp rests, statutory deductions) for the Kwale Field Office, confirming such payments are; in accordance with the laid down procedures and policies, donor regulations, budget restrictions, accurate, complete, adequately supported by all underlying appropriate documents, correctly coded to appropriate expenses and cost centers/project and donor codes and preparation of the payment instrument either by Cheque, EFT or petty cash as the case may be.
· Ensure all records and supporting documentation are kept in accordance with conditions imposed by grant funders
· Reconcile all suppliers’ statements on monthly basis ensuring that peculiar transactions are highlighted and dealt with immediately.
· Ensure timely recovery of all travel/imp rest advances including and provide monthly update of any outstanding advances to the Director of resources by the 20th of every month.
· Update the General ledger in the accounting system ensuring proper coding, completeness and accuracy.
· Monitor the Kwale bank account balances to Plan for cash flow requirements for the project and submit updated cash forecast and monthly cash requests to the Director of Resources (DoR) on a timely basis.
· Maintain up to date financial and accounting records both in soft and hard copy and constantly monitor systems to record and reconcile expenditures, balances, payments, statements and other day-to-day financial transactions.
· Preparing monthly Bank reconciliations for the Kwale Bank account by the 4th of subsequent month and forward them for necessary approvals to the DoR.
· Ensure all reporting deadlines imposed by grant funders are met and that reports are accurate and in the format required by the funders
· Be prepared to combine financial information from all partners in the project into one consolidated project report for use by the Project Manager
· Assist the Director of Resources in enforcing the Organization’s internal control systems.
· Assist in the preparation of periodical budgets, financial projections for year-end forecasting and continuous monitoring of the same.
· Investigate variances from budgeted expenditure, including initiating discussions with programme staff and provide variance explanation reports when requested.
· Assist with facilitation of internal and external audit procedures as required
· Take part in financial skills capacity building of project staff and partners as directed by the Director of Resources
· Act as a custodian of the Kwale field office petty cash float; ensure that the petty cash usage supporting documentation/analysis is presented to your supervisor for approval and subsequent replenishment on timely basis.
· Supervise, motivate and develop the skills of the Finance Assistant.
· Help in assessing any system gaps and bottlenecks to improve the system
· Any other duties as assigned by your supervisor and the Director of Resources or Country Director.
Administration responsibilities
· Provide the necessary support for all Kwale field office administration roles including but not limited to; reception management, travel and logistics arrangements, vehicle management among others.
· Provide strong and proactive communication with all partners, funders and stakeholders as part of grant funding arrangements for activities in the Kwale region
· Ensure proper BAK procurement procedures are adhered to at all times, including maintaining of vendor contracts, lease agreements, and any other service contracts as may be required.
· Supervise the project driver in and ensure proper vehicle management in accordance with the laid down policies and procedures.
Skills and qualification
· A degree in Accounting and CPA qualification.
· An understanding of not for profit accounting and applicable standards.
· Experience in use of MS office packages or related computer applications particularly use of spreadsheets.
· Proficient with accounting software
· A minimum of 5 years’ experience working in an NGO setting.
· A person of high integrity that will model BAK’s core values.
· Ability to read, analyzes, and interprets complex financial data.
· Able to work with minimum supervision.
· Good communication (oral & written) & interpersonal skills) in both English and Swahili, including the ability to share knowledge effectively as part of capacity building
· Ability to liaise with a variety of partners, funders and stakeholders
· Ability to respond effectively to inquiries or complaints.
· Good time management
· Good supervisory skills and proven ability to develop and get the best out of staff
· Ability to multi task and perform under pressure
· High sense of confidentiality, initiative and good judgment
· Attention to detail
· Able to reinforce internal controls
HOW TO APPLY:
Interested and suitably qualified candidates should forward their applications addressed to the Country Director using the email address hr@build-africakenya.orgenclosing detailed CV and relevant testimonials clearly marked “APPLICATION FOR FINANCE & ADMINISTRATION OFFICER POSITION” by28th February 2015.
