2 Jun 2016

Finance / Admin Coordinator Job 2016

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Duma Works is recruiting a Finance – Admin Coordinator for one of our clients
The company is a non-profit and provides agriculture resources and equipment with the aim to provide food security for all households in Kenya.

Objective 1: Financial Accounting & Reporting

Key activities & responsibilities to achieve this objective:

Under the guidance of the Finance-Administration Manager and in compliance with the company’s Procedures, this post assists the Fin-Admin Manager with the following key tasks:
  • Prepare and maintain accurate, timely financial records for the organization in accordance with standard accounting procedures
  • Develop, implement and ensure compliance with internal financial policies, procedures and control mechanisms
  • Ensure all statutory remittance and reporting requirements of the organization are met
  • Prepare all necessary information for annual returns and audits
  • Develop and maintain financial accounting systems for cash management and control
  • Reconcile bank accounts
  • Manage cash flow and prepare in advance for cash flow needs
  • Oversee bookkeeping and payroll functions
  • Track and account for assets

Objective 2: Project Budget Support

Key activities & responsibilities to achieve this objective:

Under the guidance of the Finance-Administration Manager and in compliance with the company’s Procedures, this post assists the Fin-Admin Manager with the following key tasks:

  • Support the development of accurate project budgets, providing recommendations based on accurate historical financial records and external benchmarks
  • Prepare financial records and information for inclusion in donor/project reports
  • Maintain records for each project in a manner that facilitates good project management.
Objective 3:  Accounting, Administration & Logistics Staff Management
Key activities & responsibilities to achieve this objective:Under the guidance of the Finance-Administration Manager and in compliance with company’s Procedures, this post assists the Fin-Admin Manager with the following key tasks:

  • With reference to Job Descriptions and program reporting requirements, assign tasks to the accounting team members, and follow up to ensure completion of quality and timely work
  • Working together with HR & Logistics counterparts, oversee appropriate development of roles and structures, and work plans, to manage the organization’s procurement, distribution, logistics and administration functions
  • When needed, support Fin-Admin Manager and HR team in the process of recruiting, training and developing finance, admin, and logistics staff members
  • Give input into staff performance appraisals and ensure appraisals are done on time
  • Performance management including disciplinary action where needed, with the support of HR and senior management

Objective 4:  IT & Office Administration

Key activities & responsibilities to achieve this objective:

  • Oversee and maintain IT systems
  • Advise on appropriate technology to meet organization’s needs
  • Oversee administrative functions including provision of necessary equipment and material for the work environment, leases, contracts, asset registry, key registry, audit of gate security procedures.

Position Requirements


  • Bachelor Degree (Finance, Accounting, Commerce).
  • CPA-K professional certification (Level 2 minimum).

Skills & Experience


  • 3+ years professional experience in a similar accounting post or relevant roles (finance-administration posts of supervisory & managerial levels), including at least one post at the level of Finance-Admin Manager.
  • Advanced Microsoft Office software skills, especially Excel.
  • Advanced skills in standard bookkeeping/accounting software(s), MUST include QuickBooks
  • Strong communication ability both written and verbal, able to train others.
  • Able to supervise a team, follow up on delegated tasks.
  • Relevant experience in agricultural, development, NGO sectors
  • Advanced IT skills and ability to manage IT systems.
  • Exposure to large institutional donor practices and non-profit donor reporting minimum standards.
  • Currently employed but wishing to grow career.
  • Must have consistently worked for 1-2+ years in one position.
  • Applicants who have been promoted in their line of work.
  • Experience writing financial reports for donors.
Reporting Responsibilities:
  • Financial statements
  • Policy documents
  • Operating budgets.
  • Donor reports (financial/administrative sections).
Internal relationships:
  • Finance-Administration Manager – reports directly to
  • Kenya Country Director – regular interaction for the purpose of planning and supporting the implementation of project budgets and activities.
  • HR-Organizational Development Director – regular interaction on matters where Finance, Administration, HR and Logistics overlap and require integrated procedures, and staff cooperation to carry out different aspects of each key process.
  • Accounting team supervision – day to day management and support for team of Accountants.
  • Programs and field staff – resource person to help guide and inform financial planning and decision making on the part of programs staff.
External relationships:
  • Suppliers, contractors.
  • Donors.
  • Partner organizations.
  • Beneficiaries.
  • Other similar organizations acting in the sector.

How to Apply

  • If you are interested in this exciting opportunity, please send your CV to [email protected]
As the subject line of your email, write “2100” and please make sure to include your Your Full name &  Phone number e.g. 2100, Barack Obama, 07xxxxxxxxx.in the message body.
If you don’t follow these instructions, your application will not go through. Deadline for receiving applications: 8th March 2016 * When applying to any job through Duma Works, you can expect that after you apply, you will receive a confirmation email, and then an SMS alert asking you to take a basic screening test over SMS. The SMS with the test may not arrive immediately. Please be patient. The SMS test will typically be 5-8 questions to help us understand your background. Regular SMS rates apply to the test, and if you ever have any issues with the process, please reach out to 0702093793.

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