Job Opportunities at Zizi Afrique Foundation

Position Summary
Key Responsibilities
TRAVEL AND EVENT PLANNING (40%)

• Assist with the preparation and execution of conferences, workshops and other events run by RELI in the region and country specifics. Ensure the following logistics are made:
• Timely requisition of venues, transport arrangements and other conference/workshop materials.
• Liaise with meeting venues both domestically and internationally to ensure all necessary arrangements have been made.
• Liaise with the procurement officer on all travel bookings including accommodation.
• Obtain necessary information on flight itineraries for RELI members.
• Coordinate regional and inter-departmental meetings inclusive of setting agendas, taking notes, and following up on action plans as required.
• Schedule and calendarize virtual and physical meetings ensuring all intended participants are invited.
• Ensure all meeting documents are shared ahead of the meetings.
• Generate requests, receive invoices, fill output analyses, prepare payment vouchers and submit payments for suppliers and consultants in a timely manner ensuring reconciliation of expenses against approved budgets.
• Prepare RELI members for various conferences/learning opportunities by obtaining all relevant information regarding the conference, including its registration and other requirements.
• Maintain the RELI Regional Calendar of events – both external and internal. Research on conferences RELI members can contribute and participate.
• The Regional Administrative Officer role will be responsible for providing administrative support to the region (Kenya, Uganda and Tanzania) including travel and meeting/event planning, procurement and payment processing, and documentation of regional activities. Additionally, the job holder will support the RELI senior manager in handling RELI Africa board related activities.

SUPPORT PROGRAM ACTIVITIES (40%)

• Support the collation and maintenance of the RELI regional and country specific database including the membership database.
• Assist in maintaining project documentation including monthly regional activity report and filing system.
• Ensure various RELI reports are collated and accessible to all the RELI secretariat members.
• Review activity budgets as sent by leaders/assist in preparation of activity budgets and track the overall RELI Africa budget.
• Prepare claim forms as required.
• Prepare contract request spreadsheet for new consultants and interns across the region.
• Support in administrative duties such as printing, photocopying and scanning.
• Conduct simple data analyses and propose for publication as RELI knowledge products.
• Draft, review and comment on documents and publications.
• Serve as point of contact for RELI members and other RELI stakeholders for updates or requests of information on the regional activities.
• Manage dispatch of materials to the region (Uganda and Tanzania) and maintain a record of the same.
• Take stock of RELI materials in the store and maintain an accurate record.

GOVERNANCE (15%)

• Coordinate the development of board papers and sharing board papers 2 weeks before the meetings.
• Schedule, attend and document all the RELI Africa board meetings.
• Share calls for funding proposals and coordinate with RELI leaders for submission of quality applications.
• Assist with administrative duties in the RELI senior manager/CEO's office.

OTHER (5%)

• Attend, fully participate and document network and staff meetings and retreats as required.
• Perform such other duties as may be required from time to time.
• Write one blog per quarter and one academic paper per year.

Qualifications

• Bachelor’s degree in business administration, Psychology, Sociology or any other related field.
• 6 years’ experience in similar role preferably in INGO environment.
• High level of drive and personal motivation, coupled with the presence required to interact effectively with senior personnel in the region.
• Excellent oral and written language proficiency in English.
• Programme and project management.
• High degree of professionalism, commitment, reliability and integrity.

Personal Skills

• Planning and Organization skills
• Data and Budget management
• Problem solving
• Fostering teamwork
• Communication

Competencies

• Good understanding of operations, including operational challenges faced in the countries of operation.
• Strong communication and interpersonal skills: demonstrated ability to work effectively across and within a large, complex non-profit organization, both laterally and vertically, and diplomatically communicate with a variety of people in a multi-cultural environment.
• Excellent organizational skills: the ability to work independently in a fast-paced, detail-oriented environment and efficiently organize the workflow of a fast-paced team.
• Proven attention to details: the ability to track and process multiple details simultaneously and accurately.
• Strong visual skills: the ability to assist with preparation of charts and graphs in Excel and PowerPoint.
• Flexible work attitude: the ability to work productively in a team environment and independently.
• Trustworthy with an ability in maintaining confidential information.
• Solid writing and editing skills: the ability to draft and edit professional documents and correspondence in English.
• Strong computer skills: ability to work effectively and accurately with MS Outlook, Word, Excel, PowerPoint, and to adapt to new applications.

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About the Finance Officer
Minimum Qualifications and Experience Requirements

• Bachelor’s degree in Finance or Accounting.
• Atleast Certified Public Accountant (CPA III) or equivalent professional level.
• Good working knowledge of computer packages including word processing, spreadsheets, and power point.
• Minimum of 4 years relevant experience in an NGO multi-cultural setting.
• Demonstrated leadership, versatility, and integrity.
• Knowledge of Accounting Software

Personal Skills

• Firm
• Attention to detail.
• Able to work with limited supervision.
• Proactive and reliable.
• Team player.
• Working in a multi-cultural set-up
• ICT
• Data and Budget management
• Grant management & Reporting
• Problem solving
• Delivering results
• Fostering teamwork
• Communication
• Planning & organising

Competencies

• Strong interpersonal and communication skills.
• Strong analytical and problem-solving skills.
• Reporting to the RELI Africa CEO, The Finance Officer shall be responsible for financial and administrative functions of RELI Africa. They will ensure that appropriate administrative, financial policies and procedures are developed, implemented and updated. The Finance Officer shall also establish and implement internal controls, policies and systems to ensure that the organization’s operations and activities are in line with approved strategic initiatives. Additionally, they will work in accordance with the legal requirements, highest ethical standards and internationally recognized financial reporting practices (IFRS).
• Ability to analyse information, evaluate options for sound decision making.
• Exceptional written and verbal communication skills including high-level presentation skills

Key Responsibilities
SECRETARIAT ACCOUNTING AND FINANCE (50%)

• Review and approve all payments in compliance with RELI Africa and donor policies and regulations, with correct coding and supporting documentation.
• Conduct financial analysis, to guide management team in decision making.
• Cash flow management and monthly bank and M-Pesa reconciliations.
• Ensure that all financial transactions are carried out and recorded in accordance with RELI Africa procedures and policies.
• Review and verify all copies receipts for all expenses before they are entered into accounting system.
• Review procurement transactions prepared by operations team to ensure that all supporting documentation and approvals are accurate.
• Oversee monthly reconciliation of Account Receivables and Account Payables.
• Ensure the maintenance of proper accounting documentation.
• Examine monthly wire transfer requests through a thorough analysis of projected project expenditures.
• Petty cash management and custody
• Preparation and prompt settlement of statutory and other payroll deductions i.e. PAYE, NSSF, NHIF,
• Withholding tax, HELB, Co-operative contributions, Pension etc.
• Preparation of the secretariat monthly accounts by 5th of every month ensuring accuracy of the data.
• Maintain banking relationship and act as the primary liaison person.
• Ensuring proper book of accounts are kept and maintaining a sound archiving (filing and retrieval) system.
• Preparation of various supporting schedules to the financial statements to facilitate annual audit and assist in the fieldwork process.
• Preparations of year end accruals and monthly reconciliation of the accruals.
• Preparation of the payroll journal and monthly reconciliation of the payroll control code.
• Any other reasonable duty assigned by management.

FINANCIAL POLICIES & IMPLEMENTATION (15%)

• Develop, Implement, review and update current financial management policies as required by the board or donors and in compliance with financial regulations.
• Establish and implement internal controls, procedures and systems to ensure that the organization’s operationsare executed in line with approved plans and agreements.
• Plan, organize and train staff on all organizational policies and hold forums to collect feedback from staff on the policy changes and submit the recommendations to the CEO.
• Support in setting up new programs and persons in the organizational finance and administrative systems.

BUDGETING & REPORTING (15%)

• Assist project managers and partners in budget phasing and budget realignment.
• Support the preparation of Detailed Budget Sheets (DBS) for posting for assigned projects.
• Support in production of budget monitoring information (PMS) and review with the budget holders and project team.
• Accurately and timely prepare and submit grant reports to the donors through the CEO.
• Act as the finance focal point person for the organization with the external parties (donors, partners, regulators etc) and through the CEO provide responses and other financial information to such parties as requested.
• Review draft donor agreements and provide informed advice to the CEO before signing of the agreement.

FINANCIAL AUDITS (10%)

• Ensure proper contracting and engagement of internal and external auditors.
• Timely and accurate preparation of internal and external financial statements for audit purposes.
• Provide auditors and assessors a with all the relevant financial information and documentation as and when requested.
• Ensure that audit recommendations are implemented within the defined timeframe.
• Ensure audited reports are signed off by relevant persons, presented to the board, filed and published.

RISK MANAGEMENT &COMPLIANCE (10%)

• In liaison with the CEO, identify operational risks and assist Country Coordinators in risk identification
• Maintain an up-to-date overall risk register for the organization
• Compile and review quarterly risk management reports and submit to the CEO
• Implement the risk treatment measures put in place by the management and the board
• Plan, organize and participate in risk evaluation process of the organization on an annual basis
• Review the annual returns to the NGO Board and Registrar of Companies prepared by the accountant. Ensure such returns are done within the set timeline
• Ensure timely remittance of all statutory deductions in accordance with legislation.