Location: Kenya
Salary: Competitive
Responsibilities
Finance Assistance
- Coordinates with Gain HQ (Geneva) and Representative office (Washington) to establish and implement all financial management policies and procedures.
- Coordinates with local tax consultants to ensure compliance with regulations regarding tax for the office and local employees.
- Assists the Country team in the development of documentation relating to budgets, cost analyses, forecasting and donor reports.
- Prepares accounts payable documents (e.g. invoices, payment requests) for approval.
- Make appropriate and timely procurement and local payments.
Administrative and Program Assistance
- Ensure compliance with GAIN policies and procedures.
- Coordinate meetings with program consultants and international staff. Draft and disseminates meeting agendas, prepare briefing notes and where necessary takes meeting minutes.
- Organize for mission visits, accommodation and local transport.
- Manage document filing and develops office administrative procedures as required.
- Manage timesheet entries and maintains timesheet records.
- Coordinates domestic and international travel arrangements for the Country manager and initiates travel authorizations, processes travel claims and arranges tickets, visas.
Human Resource management
- Organize for team building activities in the country.
- Follow up on work permit situation for international staff.
- Liaise with relevant government departments to update staff on legal requirements.
- Liaise with medical providers for efficient service to service for staff.
- Prepare payroll and statutory returns for staff.
Office Management
- Coordinates with GAIN Headquarters regarding space management, rentals, finalizing vendors, day to day monitoring / installation of office equipment, IT and coordination of annual contracts.
- Manages office facilities, developing and maintaining good relationships with suppliers.
- Coordinates transportation and vehicle management.
- Supervises support staff such as building staff, security guards and cleaners.
- Manages procurement as per GAIN’s procurement policy and national standards, liaising with Finance (Geneva).
Experience
- Minimum 3 years’ documented experience (work certificates) in an administrative / office management role, preferably in an international NGO
- Understanding the workings systems in Kenya government is crucial
Skills & Attributes
- Strong financial management skills and experience; demonstrated proficiency in finance skills related to the position.
- Proactive with a commitment to quality and accuracy with close attention to detail.
- Strong interpersonal, organizational and communications skills.
- High flexibility and occasional availability to work outside regular working hours.
- Ability to work without close supervision.
- Computer literacy with excellent MS Word, MS Excel, Outlook, and PowerPoint skills.
- Knowledge and familiarity with one or more of the following functional areas: Procurement, HR, communications, accounting, contracts and agreements, meetings/conference management.
- Excellent Business English required, written and verbal
- Kiswahili will be an added advantage
Education
- Bachelor’s degree / Diploma with relevant work experience.
Job Description: ToR_for_admin_and_Finance_manager_Kenya.docx
Closing Date: 31 Oct 2013
