Finance and Administration Assistant - VAS at Helen Keller International

• Finance and Accounting:
• Enter all transactions, including payments, advances, retirements, cash receipts into financial accounting software daily ensuring all records are complete daily.
• Review coding of all transactions before entry into the financial system and in case of concerns verify with budget holders and finance manager.
• Review activity requests and prepare payment request form.
• Review all receipts and invoices for accuracy and completeness with all their respective supporting documents.
• Ensure office financial filing is accurate, retrieval of documents is easy, and filing is always kept up to date, with no unfiled documentation at the end of each working day.
• Reconcile all bank accounts monthly against bank statements, review for any long outstanding unclear items and submit to management for approval.
• Reconcile petty cash at the end of each month and ensure it is used appropriately.
• Review all staff retirements and ensure accurately processed and filed.
• Review all sub-award retirement reports for accuracy and maintain the tracker.
• Conduct field visits with sub-recipients, if necessary, to assist in the assessment of the financial management of sub-recipients.
• Manage MPESA payments and prepare reconciliation.
• Ensure all accruals and prepayments are accurately recorded.
• Support Finance department with preparation of month end financial package.
• Support Finance department with preparation for audits.
• Support Finance department with the monitoring of donor and field office budgets monthly and preparation of donor financial reports.
• Office administration :
• Ensure full compliance of all administrative activities with HKI regulations, policies, procedures and strategies.
• Manage project supplies and office inventory, ensuring it is kept up to date at all times with new additions and disposals.
• Undertake physical verification of inventory items and report any discrepancies between physical count and inventory list.
• Filing and archiving of all documents.
• Liaise with vendors/suppliers as required to ensure adequate prompt delivery and service provision for the field office.
• Logistics:
• Manage vehicle logbooks - control and filing, by ensuring thorough completion by drivers for each journey.
• Manage system to monitor and control fuel usage for vehicles and generators.
• Assist in the management of Helen Keller INTL fleet, Prepare and check all documentation related for fleet management (fuel slips, logbook,), and assist in vehicle movement and scheduling drivers
• Organize logistics including booking of flights and hotel reservations, planning for transportation, review of travel authorizations, documentation, and payments.
• Coordination and supervision of support staff (cleaner, driver etc.).
• Procurement:
• Ensure all procurements comply with HKI policies and procedures, ensuring correct usage of all forms.
• Ensure the proper filing of all procurement documentation.
• Solicit quotations and bids as appropriate.
• Prepare Service agreements for approval.
• Provide training to other staff on HKI procurement procedures.
• Supplier Contract management

Qualifications:

• Degree in Business related course or supply chain.
• At least 4 years’ experience in finance, supply chain and office administration. CPA or CIPS or CPSP certification required.

Required skills & competencies:

• Demonstrated use of accounting software ERP system.
• Ability to learn, prioritize and manage complex and competing activities.
• Ability to effectively communicate. Ability to take initiative and adapt to different working conditions and diverse cultural environments.
• Proficient in Microsoft office. Demonstrated ability to work both independently and within a team.