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EGPAF – Senior Finance & Administration Officer

Senior Finance & Administration Officer

Location: Nairobi, Kenya
Job Code: 1229
# of openings: 1

Description

Job Description

Senior Finance & Administration Officer

Position Details

Job title:                                   Senior Finance & Administration Officer

Location:                                 (Kisumu, Kenya)

Primary Manager:                    Director of Operations

Dotted Manager:                      Regional Program Director

Job Summary

To supervise, coordinate and build capacity of the sub office in five operational areas (HR, Finance, Administration, ICT, Procurement and Logistics), ensuring complete, consistent and synchronized implementation of, and strict compliance with EGPAF Kenya operational policies and procedures. Will ensure there is systematic communication and collaboration between the sub-office and Nairobi and within the sub-office operational departments

Essential Duties and Responsibilities

1.      Finance (50%)

·         Ensure that relevant, contextualized and comprehensive finance procedures are implemented, periodically revised and strictly adhered/complied with

·         Facilitate a sound internal control environment through adequate segregation of duties, appropriate approval thresholds, job rotations, approval of bank reconciliations, et cetera

·         Act as lead sub office financial analyst, preparing sound expenditure forecasts, reviewing pipeline reports and leading implementation of variance reports raised in budget to actual monthly reports

·         Ensure that sub office financial reporting is complete, accurate and timely and that compliance issues related to the sub office financial reports are addressed within 5 working days of receipt

·         Supervise , coach and capacity build sub office finance staff, identifying skills gaps and addressing them through on job training, as well as recommending other appropriate external trainings

 

2.      Procurement & Logistics (20%)

·         Ensure that relevant, contextualized and comprehensive procurement procedures are implemented, periodically revised and strictly adhered/complied with

 

·         Coordinate the sub office annual procurement planning cycle as well as manage a transparent and compliant selection of local approved suppliers list

·         Act as property manager for the sub office, assuming control of office inventory, and also management of locally purchased supplies for sites. Will conduct an annual, documented physical verification of office assets, and will ensure that site supplies are comprehensively tracked and documented up to delivery to sites. Will ensure that all office assets are tagged and insured

·         Provide high level fleet management advice including optimal scheduling, documented analytic reports on vehicle usage logs vis a vis satellite tracking information, fuel consumption reports and master calendar for all vehicles

·         Supervise , coach and capacity build sub office procurement staff, identifying skills gaps and addressing them through on job training, as well as recommending other appropriate external trainings

 

3.      Administration (10%)

·         Develop, implement and monitor a clear office access policy

·         Develop tools for office supplies (kitchen, stationary, etc) monitoring and management and capacity build office administrator on effective use of the same

·         Oversee service contracts for office repairs and maintenance, utilities contracts as well as office lease, ensuring they are competitive and up to date

·         Supervise , coach and capacity build sub office administration staff, identifying skills gaps and addressing them through on job training, as well as recommending other appropriate external trainings

 

4.      Information Technology (5%)

·         Ensure all IT policies and procedures are strictly adhered to, including the sub office files back up procedures

·         Ensure a comprehensive, documented sub office disaster recovery plan

·         Supervise , coach and capacity build sub office IT staff, identifying skills gaps and addressing them through on job training, as well as recommending other appropriate external trainings

 

5.      Human Resources (10%)

·         Support the  sub office HR contact point, advising Nairobi HRM on sub office HR concerns and needs

·         Provide support and guidance on completing performance appraisals, and supports Nairobi HR in ensuring timely completion of performance evaluations

·         Spearhead local recruitments as necessary with the guidance of Nairobi HR

·         Ensure all HR Policies and Procedures at the sub office are strictly adhered e.g. working hours policy, leave documentation policy, et cetera

 

6.      Other Duties (5%)

·         Support audits and compliance reviews conducted at the sub office level

·         Facilitate linkages and effective collaboration with sub office program staff through regular meetings and other communication forums

·         Oversee sub office security needs in liaison with the HR Manager

·         Provide ad hoc reports on need basis

·         Other work related duties as may be assigned by the supervisor

Required Qualifications

Education & Experience

1.      Minimum undergraduate degree in related Business Field; Masters degree an added advantage

2.      A wide understanding and experience working with USG funded projects; minimum three years at a senior level

3.      Minimum three years working in donor funded project accounting (preferably USG funded) at a senior level

Knowledge, Skills & Abilities

1.      Excellent communication skills

2.      Well developed interpersonal skills

3.      Strong work ethic and ability and willingness to work long hours

4.      Able to work in team settings and willingness to learn

5.      Cross-cultural competence as demonstrated by confidence and ability to make relevant presentations to diverse audiences

6.      IT Savvy, including accounting softwares

7.      Willingness to travel

 

CLOSING DATE IS 16TH FEBRUARY 2017

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