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 each month;


• 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;


• Undertake physical verification of inventory items and report any discrepancies between physical count and inventory list.


• 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 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

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.

Terms and conditions

• One-year contract renewable

The deadline of application is 17th March 2022.