Responsibilities

Finance and accounting :

• Enter all transactions, including payments, advances, retirements, cash receipts into financial accounting software on a daily basis 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 on a monthly basis 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 log books – 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, making arrangements 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

Requirements

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.