International Federation of Red Cross and Red Crescent Societies Jobs

3. International Federation of Red Cross and Red Crescent Societies Senior Finance and Administration Officer Jobs in Kenya


Job Duties and Responsibilities

Finance
  • Coordinate and assist the preparation of the office and NS programme and project budgets consistent with plans.
  • Work with the regional logistic office to maintain an up to date list of commitments .
  • Ensure that all the officers’ bonafide transactions are appropriately processed into CODA using the correct project, account, activity and donor code. Thereafter ensure monthly closure of accounts within required deadlines and the preparation of the office cash request.
  • Prepare accurate, regular and timely donor financial reports.
  • Coordinate all work that will easily facilitate and enhance successful audit of the regional office operations and programmes,
  • Work with relevant units to safeguard all office assets including generators, accommodation, and stock items ensuring satisfactory level of accountability and internal controls at all times.
  • Regularly ensure that all programmes budgets are re-prioritised in line with available funding and ensure that all budget and project expenditure authorization request (PEAR) is established.
  • Ensure that programme advances to the NS are controlled and cleared with acceptable documentation and vouchers. This will involve monitoring and audit trail work from time to time.
  • Ensure that all procurements are in line with federation policy and procedures at the point of clearing the payments.
  • Review and analyze the monthly financial analysis report prepared and take appropriate measures to clear issues of concern.
  • Provide financial management support and advice to all programme budget holders.
  • Work closely with the National Societies Finance department to ensure timely and quality reporting of advances
  • Perform the month end petty cash reconciliation and ensure that the cash account statement is supported by a CODA print out
  • Perform bank reconciliation of all the accounts, check and ensure that all the daily bank register are updated by the cashier
  • Support regional Finance and Admin Coordinator to oversee the implementation of all improvement recommendations as and when pointed out.
  • Perform delegated responsibilities on all financial matters to ensure that internal control are in line and effective as required.
  • Support the Regional Finance Coordinator in rolling out the new financial working modality.
  • Support financial development for all the supported NS as and when necessary

    Administration
  • Coordinate outsourced functions such as housekeeping, conferencing, gardening and catering to ensure cost effectiveness and service delivery in accordance with agreements.
  • Ensure that all in-coming international staff are well facilitated, and that they return all equipment, assets and any other property in their possession before they are signed off.
  • Implement standardised filing and archiving system for the Region and Cluster Offices while promoting adherence to the same among programme departments.
  • Draft and keep up-to-date procedures and guidelines on housing, telephone, travel and other administrative processes as necessary and promote adherence to them.
  • Support system improvement initiatives and ensure smooth roll out in Nairobi office.
  • Ensure proper maintenance of office equipment as well as the provision of office consumables.
  • Together with the Facilities Technician, maintain an up-to-date inventory of the movable assets of the Regional/cluster office.
  • Coordinate the management of telephone lines including direct lines and mobile phones, monitoring, monthly costs and liaising with senior IT/Telecom Officer on obtaining reports.
  • Manage in E-contract system all finance and administration contracts by keeping track of expiry dates, renewals, notice periods, payments, etc. Whenever necessary, seek legal services.
  • Ensure that all utility bills are settled in time and that there are no service interruptions.
  • Work with the security delegate to enhance security in the office premises.
  • Prepare weekly, monthly and quarterly reports as may be determined by the Finance and Administration Coordinator.
  • Supervise Facilities and Welcome services and work closely with Travel Service to ensure prompt and high quality service delivery.
  • Propose and Support National Societies development initiatives.
  • Support the Regional Finance and Administration Coordinator on all Africa Administration related matters namely on local policy reviews and contract negotiation

    Education
    Master’s degree in Business Administration, Commerce, or any other relevant fields plus full professional accountancy qualification (CPA, ACCA, ACA or equivalent and knowledge of accounting soft-wares)

    Experience
  • 7 year experience in finance and administration management, accounting, and audit and risks management.
  • Previous experience working for the Federation and/or National Society or a comparable International organisation.(Preferred)
  • Experience in managing and developing teams
  • Practical knowledge of computers (Windows, spreadsheets, word processing, e-mail, Accounting and Financial software)
  • Experience in setting up and/or rolling out systems to enhance Administrative processes.
  • Experience in training financial and non-financial staff on financial matters
  • Experience in writing narrative and Financial reports
  • Strong communication and administrative skills; specifically in office management

    Knowledge, skills and languages
  • High degree of integrity, discretion and personal conduct
  • Flexible and adaptable to changing working conditions
  • Excellent interpersonal and written communication skills
  • Ability to prioritise, meet deadlines and work under pressure
  • Excellent staff management skills
  • Self-Motivated, proactive with good judgement and initiative

    For more information and job application details, see; International Federation of Red Cross and Red Crescent Societies Senior Finance and Administration Officer Jobs in Kenya

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