NGO Vacancies April 2012 – ADEO – Massive

Programme Summary

The organization is an NGO registered in Kenya with its headquarters in Nairobi with field offices in Kenya, Uganda and Somalia.

In Kenya activities are based in western Kenya, Rift Valley and North eastern. The activities are mainly in the health and education sectors.

Scope of the work

The Finance Officer at the headquarters in Nairobi will be responsible for guiding on financial direction and policy implementation at all levels of the organization.

He/she will work closely with the Finance Manager, Programme Manager and Executive Director to review, design and implement institutional systems to strengthen and improve the organization operations/transparency.

In particular the incumbent will be responsible for financial internal controls and budgetary monitoring and control while facilitating faster project implementation.

Duties and responsibilities

• Review overall preparation of books of accounts and financial reports and ensure that financial transactions are correctly reported, internal control system is effective and consistent with project procedures and that primary books of accounts are maintained.
• Oversee maintenance of filing system to ensure adequate documentation for all financial processes.
• Ensure maintenance of the accounting system to make sure that all transactions are posted correctly and timely.
• Oversee timely preparation of statutory deductions including PAYE, NSSF. NHIF, Pension, SACCO, among others.
• Oversee posting and maintenance of primary books of accounts in accordance with acceptable accounting standards, and the organization’s financial policy.
• Oversee monthly bank and ledger control reconciliation
• Review all financial documentation including payment vouchers, petty cash vouchers etc with the highest degree of confidentiality on financial and accounting information and observe the secrecy ethics code of conduct at all times in and out of the office.
• Review cash and cheque payment vouchers to ensure proper and sufficient corresponding paperwork is attached and ensure that all approvals are done bore payment.
• Participate and contribute in the ADEO budgeting process and budget review from time to time.
• Support the finance manager in preparation for internal and external audit and provide financial information whenever need be.
• Carry out sport checks for suppliers, contractors, consultants etc to ensure reports are submitted timely.
• Participate and contribute in project proposal writing for possible future funding
• Put in place measures to ensure safe custody and proper usage of all ADEO assets.
• Ensure inventory of all assets is maintained by the logistics officer of which quarterly up dates of the list will be made and shared with management.
• Any other duty that may be assigned from time to time

• Bachelors Degree in accounting/finance option or CPA III from a recognized institution
• 5 years hands on experience
• Experience in managing donor funds e.g. USAID, Global Fund, UN is a must
• Ability to carry out financial analysis, projection and budgeting
• Ability to analyze problems and provide solutions in line with established policies and procedures
• Superior knowledge and proficiency in computerized accounting packages
• Ability to work constructively in a team
• Strong communication and organizational skills
• Ability to work for long hours, under pressure and with minimum supervision
• Ability to travel from time to time to project sites as the situation may dictate.

• Participate as a member of the Dadaab field office Management Team
• Design and implement internal controls at the field office
• Manage all cash transfers from Nairobi to Dadaab on imprest basis or as advised by the finance manager.
• Ensure that proper financial procedures and systems are operated and maintained at Dadaab field office.
• Review and approve all transactions to ensure compliance with the financial policies and guidelines of the organization.
• Familiarize yourself with all project agreements for the projects under Dadaab field office
• Set up, maintain, and monitor internal controls at the field level
• Ensure compliance with the financial and other donor requirements.
• Co-ordinate and maintain a cash forecasting system to ensure adequate funds are available to meet program requirements for the Dadaab office at all times.
• Monitor ongoing levels of expenditure on individual programmes against each budget activity and provide timely advice of likely over and under spends
• Ensure budgetary implications are understood by respective budget holders.
• Prepare budgets, amendments and forecasts working with the field coordinator and others.
• Prepare donor financial reports in line with donor reporting requirements
• Work closely with Field Administrators and Logisticians and provide supervision and support as required
• Provide support, training and advice to staff as required
• Pay regular visits to project sites for regular monitoring and supervision purposes. This will include construction, stores or training sites. Ensure basic control measures are in place and all support documents that auditors may require are maintained.
• Asset list and movement of the assets (both consumables and non-expendable) are proper documented and maintained to meet minimum audit requirements.
• Any other duty assigned from time to time

• Bachelors Degree in accounting/finance option or CPA III from a recognized institution
• 6 years hands on experience
• Experience in managing donor funds e.g. USAID, Global Fund, UN is a must
• Ability to carry out financial analysis, projection and budgeting
• Ability to analyze problems and provide solutions in line with established policies and procedures
• Superior knowledge and proficiency in computerized accounting packages, including Ms office
• Ability to work constructively in a team
• Masters degree is an added advantage

• Experience of field financial management
• Experience of reporting requirements
• Experience of implementing financial control systems at field level
• Experience of field administrative/HR management
• Focused individual with capacity to plan and manage in a multiple deadline working environment
• Demonstrate flexibility, cultural sensitivity when working with the host community and other partners within the camp
• Strong communication and organizational skills
• Ability to work for long hours, under pressure and with minimum supervision.

• The position is in a refugee camp in the North Eastern Province of Kenya.
• The climate is harsh (semi-arid) and area prone to banditry.
• This is a non family duty station

• receive goods from suppliers, other ADEO offices, donors etc
• at the time of receipt of any item from supplier, the incumbent has to make sure that the items have been sent by the supplier on the basis of purchase order and that there is agreement with the invoice and delivery notes,
• make sure that goods received from another ADEO office or store are according to the waybill and packing list.
• Issue goods received note for items from suppliers. Forward the GRN to finance for payment to be effected.

• Arrange items in the store in a proper manner.
• Allot Bins to each and every item.

• Arrange items to ensure safety from physical, chemical or light damage as the case may be
• Check regularly expiry of all goods in store

• record all the receipts and issues of items in the respective bin card on a daily basis
• transfer the records of receipts and issues to stores data daily or as the case may be

• issue items only on approvals by respective officers

• submit regular stock updates
• prepare monthly report on in and out of the stores.

• Diploma in stores management or equivalent
• At least 3 years on similar experience
• Computer literate
• Experience of working with NGOs is an added advantage
• Excellent communication skills
• Innovative and tactful
• Ability to work for long hours and under pressure

• The position is in a refugee camp in the North Eastern Province of Kenya.
• The climate is harsh (semi-arid) and area prone to banditry.
• This is a non family duty station

• Overall responsible for managing staff living quarters and the whole compound
• planning menus in consultation with the staff welfare committee
• guiding kitchen staff in meals preparation
• Attend to all kitchen duties including stock taking, ordering, receiving kitchen supplies
• Ensure that food is stored, prepared and secured hygienically and safely
• Assist in maintaining standards of hygiene and cleanliness in staff quarters, kitchen, and related areas ensuring health and safety regulations are strictly observed;
• Maintain proper payment and expense records
• Attend to staff grievances regarding food or service
• Supervise the provision of kitchenware, cutlery, crockery and cleaning detergents
• Oversee the management of accommodation facilities, e.g. maintenance and cleaning staff accommodation rooms, booking staff on mission or visitors, preparing visitors invoice, maintaining compound flowers etc.
• Make assessment to identify the needs of the kitchen, dinning so as to ensure equipment adequate to meet the staff needs and visitors are sourced and procured
• Arranging accommodation for staff on mission either within the compound or in partner NGOs compounds
• Maintaining good relationship with all staff and related organizations.

• Diploma in hospitality/catering/food and beverage management from a recognized institution.
• 3 years hands on experience
• Computer literate
• 28 years and above
• Good organizational and management skills
• Ability to work for long hours and under pressure
• Innovative and self driven.
• good public relations skills

• The position is in a refugee camp in the North Eastern Province of Kenya.
• The climate is harsh (semi-arid) and area prone to banditry.
• This is a non family duty station

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Tags: accounting information, accounting standards, accounting system, financial documentation, financial processes, financial transactions, primary books, project implementation