Coordinator Finance and Administration at Kituo Cha Sheria (KITUO)

COORDINATOR FINANCE AND ADMINISTRATION (Ref: KCS/FAD-NRB/APP)

The coordinator will be responsible to the Executive Director for strategic planning, budgeting, co-ordinating, Developing and implementing financial plans and budgets for KITUO, outlining projected revenue sources and expenditures. Also responsible for Developing and installing effective financial management systems and procedures aimed at improving financial reporting and accounting systems to ensure that all income is properly receipted and accounted for. Other duties include Developing and maintenance of effective office systems (e.g. office maintenance, fixed assets, supplier contacts), ensuring these are consistent with Kituo’s operating requirements. Support the efficient running of Kituo’s office daily operations. Ensure all procurement processes are in compliance with Kituo’s and donor regulations. Support logistics for Kituo’s programme activities and any other administration duties as agreed. Advise on HR policies when required to ensure these comply with statutory regulations. Maintain personnel records and coordinate recruitment/induction in line with Kituo’s processes.

•  Minimum Qualifications and Training: Must be in possession a Bachelor’s degree in Business Administration, Commerce or Economics or equivalent qualification. Must also be a registered member of ICPAK. A Master’s degree in the related field will be an added advantage.
• Relevant Experience: Must have gained a minimum of 5 years’ progressive financial management and grants management experience on national development projects;
• Skills: Must have good communication skills and must be proficient in using word processing, spreadsheet as well as QUICKBOOKS accounting software package. Demonstrated effective interpersonal skills, creative problem-solving, conflict, ethical management skills and excellent written and oral communication skills, Strong analytical and computer skills, especially with accounting software, spreadsheets and financial analysis.

Key duties and responsibilities include:

• Developing and implementing financial plans and budgets for KITUO, outlining projected revenue sources and expenditures.
• Developing and installing effective financial management systems and procedures aimed at improving financial reporting and accounting systems to ensure that all income is properly receipted and accounted for.
• Establishing stringent expenditure control procedures by ensuring that proper authorization for payments is strictly followed, any expenditure incurred are supported by payment vouchers and other valid accounting documents as well as ensuring those budgetary allocations are not exceeded without justifiable cause.
• Maintaining a fixed assets policy governing cost effective acquisitions, maintenance, valuation, depreciation, capitalization, replacement and disposal.
• Designing and coordinating the implementation and maintenance of financial information systems to cover the general ledger, job costing, asset management as well as income management system.
• Interpreting financial reports, statements, accounting records and advising the Executive Director on the significance of the same as well as identifying, evaluating and presenting alternative options for action.
• Reviewing analysis of activities, costs, operations and forecast data as well as building financial scenarios to determine the progress of each programme against stated goals and objectives.
• Developing and implementing a flexible and responsive procurement and stores policy that ensures goods and services are procured with due regard to economy and efficiency through the establishment of effective stock control systems.
• Developing and implementing effective human resource and administrative systems and procedures aimed at enhancing organizational efficiency, raising staff morale and increasing productivity.
• Participating in multidisciplinary teams to develop and implement integrated management plans and strategies that will ensure the achievement of KITUO’s goals and objectives.
• Representing KITUO in meetings, conferences and workshops and other forums to discuss financial matters.
• Preparing annual reports, donor reports, project proposals and position papers as well as filing returns to comply with statutory requirements.
• Reviewing the operations and results of the programme and providing periodical reports to the Executive Director.
• Developing and implementing strategic human resource and administration plans, outlining the activities to be undertaken and expected outcomes.
• Reviewing organizational performance by monitoring, tracking and evaluating progress made against activity plans, target and budgets.
• Developing and implementing effective strategies for employing qualified candidates with the necessary knowledge, skills, attitudes, behaviors and other characteristics necessary for effective job performance.