DEPARTMENT: Kenya Administration & Operations

OFFICE HOURS: Monday through Friday from 7:30 a.m. to 4:30 p.m.

(Saturday 8:00 a.m. to 1:00 p.m.)

POSITION STATUS: Non-Management (Eligible for Overtime)

ORGANIZATIONAL RELATIONSHIP: Reports to Manager, Finance & Compliance

GENERAL SUMMARY:

The Accounts & Procurement Associate plays a support role in meeting all operational goals and objectives of the Finance & Procurement Department at the school, Kenya. He/she is responsible for managing the daily accounts and all clerical duties of the Finance Department, including petty cash, invoice processing, tracking school fee payments, maintaining accurate records and supporting procurement activities across departments. In addition, s/he is responsible for stocktaking and recordkeeping consistent with the school policies and procedures. The Accounts & Procurement Associate consistently maintains the highest levels of professionalism and ethics and plays a key role monitoring and ensuring strict compliance by all employees with the finance & procurement policies, procedures, authorizations and regulations. This role requires exceptional numerical, organizational, and communication skills, and the ability to multitask.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

“Essential duties” are those that an individual must be able to perform with or without reasonable accommodation or additional staffing support.

Key Accounts Responsibilities:

• Manages and controls petty cash transactions, ensuring accurate recordkeeping and adherence to policies and procedures. Regularly audits petty cash transactions for compliance and accuracy.
• Ensures accurate processing and recordkeeping of all bank deposits and other transactions.
• Reviews and processes all invoices, ensuring accurate and timely payments and maintaining clear records.
• Assists with the budget preparation process and maintains accurate records and updates to the budget as directed by the Head of Department (Manager, Finance & Compliance).
• Processes expense reimbursements for employees, ensuring compliance with all policies and procedures and accurate recordkeeping.
• Captures, manages and monitors all financial transactions in the internal accounts database in order to maintain accurate and up-to-date digital and physical financial records.
• Prepares, updates and maintains spreadsheets, accounting journals and ledgers and other financial records, ensuring accuracy and consistency.
• Serves as primary Finance Department resource when the rest of the Finance team is unavailable or absent; provides assistance with inquiries concerning financial information.
• Assists the Financial Accountant in the annual financial audit and interim audit process by ensuring compliance and proper record keeping.
• Sets up new accounts in the general ledger; reconciles selected general ledger accounts; prepares journal entries for reclassification of expenses, as needed.
• Assists in the monthly stock taking, asset tagging and management.
• Analyses data to resolve accounting problems and discrepancies.
• Performs filing and general administrative tasks in the Finance Department.
• Liaises professionally with other departments to ensure compliance with finance policies and procedures.

Key Procurement Responsibilities:

• Coordinate procedures consistent with developed and/or approved sourcing strategies and preferred vendors, including control strategies to minimize risk.
• Support departments in preparation of
• LPO’s, delivery notes, awards notifications and contract agreements.
• Update program managers and department heads on status of pending orders and budgetary variances.
• Prepare tender documents and review supplier contracts and proposals to ensure they meet expected standards.
• Collaborate with departments to explore and establish optimal suppliers based on cost, efficiency, and delivery specifications.
• Maintain procurement records and prepare reports for leadership.
• Support heads of departments in developing procurement plans for goods and services.
• Review and stay up-to-date on trends and market conditions to improve negotiating ability, quality, and economies of scale.
• Work closely with the local business community to identify and recommend opportunities where organizational needs can help improve the local economy
• In collaboration with the Finance Manager, ensure clear communication of the specifications and expectations of the company

POSITION SPECIFICATIONS

Education and Work Experience:

• Bachelor’s Degree in Finance, Supplies and Procurement, or similar area of study
• At least intermediate level of an Accounting Professional qualification (CPA/ACCA II)
• Minimum of 3-year experience, as an Accounts Assistant preferably Procurement Experience
• Knowledge of basic bookkeeping procedures and familiarity with finance regulations
• Technical proficiency with MS Excel and familiarity with the use of accounting software

Knowledge, Skills, and Abilities:

• Fluency in English and Swahili.
• Well-developed and mature professional interpersonal skills; ability to interact effectively with colleagues at all organizational levels.
• Exceptional quality time management and problem-solving skills.
• Ability to handle confidential and sensitive information with appropriate discretion.
• Ability to respond quickly and maintain composure in situations that impact the safety and security of children.
• Ability to exercise judgment and discretion when making independent decisions.

Additional Requirements:

• An incident-free Children’s Check and National Police Check (Certificate of Good Conduct) is a strict condition of employment and must be provided at time of hire and updated on request.
• Weekend and after-hours work is expected and required to meet organizational priorities.
• Occasional travel may be required.
• Additional responsibilities may be assigned to support coverage for colleagues who are absent, on holiday or personal leave.