Finance and Administration Officer at NIRAS Kenya

Job Details

S/he will be under the supervision of the Country Representative, and shall provide financial, administrative and office operations support to the team and projects as detailed below.

Job Responsibilities

Finance/Accounting (70 %)

• Ensure all financial activities comply and are consistent with NIRAS policies and procedures, international accounting and auditing standards and adhere to the terms and conditions of client agreements.
• Manage a sound cash management system and ensure sufficient funds are available in the local bank accounts, office petty cash fund and office Mpesa account.
• Compile all cash payment requests, for employees and consultants, for authorization and payment approval. Follow up accountabilities of expense and reimbursement claims.
• Prepare monthly payroll for verification and approval. Ensure all employees’ statutory deductions and any other tax obligations are processed as per the Labor Law and all remittances are submitted to the relevant government authorities (PAYE, NHIF, NSSF, HELB etc.). Ensure all consultants’ time sheets are filled and signed and that the fee invoiced corresponds to the time worked.
• Verify the accuracy, validity and legitimacy of all procurement and creditors payments. Check completeness of all financial documents (purchase requests, invoices, vouchers, etc.) for payment from NIRAS Kenya.
• Verify the accuracy, validity and legitimacy of all account receivables. Ensure timely external and internal invoicing. Follow-up on payments to NIRAS Kenya and address any issues arising.
• Maintain a schedule of regular utility bills and office licences and leases. Prepare the account payables by cheques and through electronic transfers and follow-up to ensure prompt payment before due date.
• Maintain accurate and complete daily financial transactions records and supporting documents system, duly electronically filed and labelled for quick access.
• Prepare monthly cash and bank reconciliations and weekly cash count reports. Ensure clear audit trail of processed transactions and their linkage to the accounting system.
• Prepare and submit monthly bank and cash reconciliation reports for NIRAS Sweden AB and other internal management reports for the Country Representative as agreed.
• Prepare and submit yearly returns in compliance with Government of Kenya laws (KRA). Supervise NIRAS Kenya internal and external audit and respond to queries in consultation with the tax advisor. Implementation of any audit recommendations.
• Support project teams prepare internal or external budgets; financial reports and other finance systems operations as may be required.
• Carry out any other tasks as assigned by the Country Representative

Office and Operations Administration (15%)

• Oversee administration of human resources, including but not limited to, maintaining personnel files, assisting with recruitments of office and project staff, and maintaining health and other insurance policies.
• Ensure stationery and office consumables are replenished and purchase or procure other equipment and services as needed.
• Manage leases to make sure they are current and amendments are processed as required.
• Maintain finance and administration records including an asset register, consultancy contracts, various service and supply agreements.
• Coordinate and provide administrative support for company events as required.
• Make travel arrangements for office staff and consultants.
• Carry out any other tasks as assigned by the Country Representative

Project Administration Support (15%)

• Oversee project staff and consultancy contract administration and perform quality assurance checks.  Ensure compliance with the Kenya labor law, statutes, regulations, and policies and with NIRAS internal policies and procedures.
• Provide support during consultant selection process from the NIRAS database and other networks.
• Maintain systematic filing system of company references and other important project material (in line with NIRAS system CVPT2)
• Provide support during tendering and EOI preparations and submissions as needed.
• Assist consultants with project contractual/administrative issues. Actively maintain records of time sheets and other revlevant details of project activities for all consultants.
• Suport NIRAS Kenya staff in project administration activities including inductions, advocacy campaign activities and provide regular updates to the programme teams as may be required from time to time.
• Carry out any other tasks as assigned by the Country Representative.

Qualifications

• Bachelors of commerce degree in finance or equivalent. Professional qualifications in CPA, ACCA.
• Minimum 3 years of experience in accounting, financial, and budget management, in similar position within development cooperation and/or international cooperation.
• Experience from working with donors on financial policies and guidelines, payroll processing, maininting ledgers and cash / bank reconciliations is an asset.
• Must be highly result-oriented, self-motivated, honest and have demonstrable analytical skills.
• Must be able to work independently, prioritize assignments, manage own time to meet deadlines and handle work pressure.
• Excellent computer skills with proficiency in MS office (especially excel) and internet based accounting packages.
• Excellent interpersonal, organisational, and communication skills. Able to thrive in a multi-cultural environment and growing organization.
• Fluency in written and spoken English.