Finance And Administration Associate/Maternity cover

JOB DETAILS: The main objective of the function: A) FINANCE S/he will be responsible for providing financial management, accounting, and administration support.

S/he will support organisational and project financial transactions, which include but are not limited to, accounts payable functions, processing of invoices, expenditures monitoring and financial reporting, bank reconciliation, account analysis, preparation and processing of local tax returns.

B) ADMINISTRATION The Finance and Administration Associate will also provide operations and administrative support to the country teams, including Offering office support for all employees, providing administrative support,t and managing staff queries.

S/he is responsible for handling organizational and clerical support tasks like: organizing files, scheduling appointments, receiving guests, ensuring the cleanliness and security of the office premises, among other tasks and responsibilities assigned as per organizational needs.

ROLES & RESPONSIBILITY Prepare, code, total, and batch payment requisitions for subsequent checks by the Finance and Administration Manager.

Maintain updated projects and staff General ledgers in the Certinia system.

Prepare payments against authorized requisitions.

Prepare and report monthly projects financial reports and budget variance analysis File all financial and Field activity records according to the existing filing system.

Ensure reconciliations of staff field travel cash floats and banking of any cash returns..

Support partner organizations in financial training in reporting and ensure their reports have adequate supporting documents.

Maintain external relationships with service providers to ensure efficiency.

Support the quality function team in managing the procurement function and maintaining an up-to-date petty cash impress system.

Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies, placing and expediting orders for supplies, and verifying receipt of supplies Support the planning and organization of all logistics pertaining to meetings, workshops, training, events, staff travel and accommodation, taking minutes during meetings, and distributing them.

Assist project staff in data cleaning, entry, and any other computer processing duties.

Manage staff travel plans, ensure car bookings are made and issued on time by the respective personnel Support and update administrative systems to make them more efficient.

Develop and maintain a filing system, assist in photocopying and printing of documents on behalf of other colleagues, as well as offer document typing, copying, binding, and scanning support to staff.

Efficiently manage correspondence sorting, deliveries, distribution, document logs, and filing Ensure the cleanliness of the country offices, grounds, and monitor visitor access to the organization’s premises.

QUALIFICATIONS & EXPERIENCE Relevant academic level education - Bachelor’s degree or higher – in relevant field (e.g.

finance and business Administration and/or accounting) and the local equivalent of chartered accountant certification, Office Management, Procurement and logistics management or any related areas of training.

Minimum two (3) or more years’ progressive professional accounting, financial, and Administration experience, preferably in the non-profit and/or development sector.

Computer literate, proficient in ERP Systems, and comfortable with e-accounting packages Demonstrated working experience with international donor-funded project in East Africa Demonstrated proficiency in Excel by using automated Excel formulas to track unique documents.

Solid knowledge of office procedures.

SKILLS Excellent verbal and written communication skills Good interpersonal skills Good presentation skills High problem-solving skills High level of accuracy High Integrity.