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Title: Administrator
DUTY STATION: Nairobi with regular travels to Partners in Kenya and Tanzania REPORTS TO: Functionally to the Programme Leader and the Finance Director of FIC Line managed by the Programme Coordinator CO-ORDINATION: FIC Head Office (HO), Programme Coordinators, Cluster Accountants and Coordinators, Partner Organizations SUPERVISION: Accountants in Partner Organizations
FIC is a Danish NGO with its Head office in Denmark and East African programme office in Nairobi. The overall vision of FIC’s work is to promote global equality and solidarity, as well as increase people's social, economic and democratic rights and opportunities for a better life, regardless of their background or location on the earth.
FIC in East Africa works towards combating poverty and improving the living conditions in Kenya and Tanzania by strengthening the capacity of civil society organisations that contribute towards creating improved employment conditions and employment opportunities for poor and vulnerable groups, particularly the youth.
The office in Nairobi is seeking a qualified individual to be responsible for finance and administration Overall Role of the Administrator The Administrator is responsible for ensuring that all financial procedures and controls are fully understood and complied with by all staff and partners. She/he is responsible to the Programme Coordinator for the timely compilation and completion of cashbooks and financial reports including support in the completion of donor reports. The Administrator is required to assist with the year end accounts and with the annual audit.
SUMMARY OF DUTIES Key Tasks Finance: • She/he is responsible for maintaining the petty cash and cash book of the Nairobi office • She/he is responsible for making entries in the accounting system for both the office in Nairobi. • Verify payment requests at the Nairobi office • Prepare payment vouchers for approval • Responsible for performing financial assessment, follow-up and capacity building of Partners • Review all Financial Reports received via the Cluster Coordinators and prepare reports for submission to FIC (Head Office) HO. • Preparation of the draft budget for the Nairobi office • Support in preparation of programme budgets • Check the retirement and accounting codes of the Petty Cash vouchers for the Nairobi office • Prepare quarterly cash forecasts for the FIC offices and Partners for submission to HO • Track transfers from HO and make timely transfer of funds to Partners on a quarterly basis after approval of the financial reports and the requests for funds. • Compile proposal for annual financial report to HO at the beginning of each Fiscal Year. • Undertake monitoring visits the to Partners in Kenya and Tanzania and participate in the capacity building. • Ensure daily Petty Cash counts and reconciliation is performed and approved and record thereof maintained. • Ensure monthly bank reconciliation is performed and approved and record thereof maintained • Handle banking issues in Nairobi • Monitor staff imprest to ensure timely settlement. • Assist FIC auditor and prepare schedules for the annual audit of the FIC Kenya office and the clusters (Partners) • Follow up on recommendations from the auditor, HO etc. for the FIC Kenya office and Cluster Partners
Secondary Tasks Human Resource Management • Establish and maintain a Human Resource Management system for the Programme. • Keeps track of local staff personnel files regarding: Job descriptions, Employment Contracts, CV’s, Leave schedules, medical expenses etc. • Assist in the recruitment processes • Planning and notification to supervisors for PDCs (personnel development conversation), preparing new staff contracts, extensions, anniversary step movements etc • Facilitate the induction of new staff • Calculate end of service benefits (EOS), relocation allowances etc. • Update and distribute FIC East Africa Staff List. • Make Payroll and make the payments when approved by the Programme Coordinator. • Introduce and monitor the Time Registration of the FIC offices and calculate the invoicing of hours to the Programme and – after approval - entering the amounts in the accounting system. The monthly Time Sheets and invoices including calculations must be sent to HO. • Check and ensure that all monthly tax payments, statutory & regulatory deductions & other returns etc. for FIC Kenya are accurate & complete as well as they are remitted on time.
Office Administration • Maintains an updated work plan for the FIC office in Kenya • Maintains an updated leave plan for the FIC office in Kenya • Organizes, covers and compiles records of staff meetings • Manages reservation for travels, accommodation and other appointments. • Organises arrival, movement and departure of FIC visitors in Kenya. • Ensure that the procurement procedures are adhered to and that an authorized officer has approved before procurement and payments are made. • Support in the development and maintain FIC East Africa Administrative Handbook • Plan, coordinate and organize Procurement and Contracting according to FIC procurement procedures • Make and monitor the office maintenance plans (computers, photocopy machines, A/C equipment etc.). • Stock Management of stationary, office consumables etc. • Asset Management • Ensures proper procedures in the disposal of obsolete/boarded machinery and other equipment • Coordinate and assist in procurement for the Office. • Update the Visitors’ Hand Book and sending to foreign visitors before arrival. • Maintain the office’s admin and HR files. • Perform other administrative tasks as assigned by the Programme Coordinator. Substitution Whilst on leave, the Programme Coordinator will substitute the Administrator.
MINIMUM QUALIFICATIONS:
Education: • Minimum advanced diploma in Accounting, Finance Commerce or Business Administration or Financial Management with accounting option from a recognized Institution or other related area.
Experience: • A minimum of 3 years work experience in Kenya in a similar position in a busy & reputable institution preferably in the NGO sector. Hands-on experience with finance records management, basic administration and accounting
Technical Competencies • Financial records management & reporting. • Computer literate and ability to use electronic accounting systems, word processing, spreadsheet, and e-mail and Internet. • Auditing awareness • Planning, budgeting and budgetary monitoring and control • Asset inventory management • Procurement knowledge
Other Competencies • Basic knowledge of Kenyan labour market regulations: Similar knowledge on the Tanzanian labour market an advantage.
• Good communication and report writing skills • Fluent in Kiswahili and English • Willingness to work and meet tight deadlines with resilience and reliability under heavy pressure • Demonstrated ability in organizing and managing priorities • Ability to respond and give feedback on issues • Ability to set up, support and maintain cordial working relations with the colleagues • Good interpersonal relations and ability to convince others in the way of doing things • Strength in core values of integrity, accountability, probity and loyalty to the organization’s vision, mission and values • Good sense of confidentiality • Ability to work under minimum supervision • Flexibility and capacity to carry out different kinds of work • Basic negotiation skills
• Good communication and report writing skills • Fluent in Kiswahili and English • Willingness to work and meet tight deadlines with resilience and reliability under heavy pressure • Demonstrated ability in organizing and managing priorities • Ability to respond and give feedback on issues • Ability to set up, support and maintain cordial working relations with the colleagues • Good interpersonal relations and ability to convince others in the way of doing things • Strength in core values of integrity, accountability, probity and loyalty to the organization’s vision, mission and values • Good sense of confidentiality • Ability to work under minimum supervision • Flexibility and capacity to carry out different kinds of work • Basic negotiation skills
Added advantages • Practical knowledge of electronic accounting systems and spreadsheet • Experience working in an INGO
Conditions: FIC offers a 3 year contract with a probation period of 6 months.
The weekly working hours are Monday to Friday from 08.00 – 17.00 Salary level: The monthly payment will be negotiated and agreed upon. The monthly basic salary level is within 100-120.000 KES.
The weekly working hours are Monday to Friday from 08.00 – 17.00 Salary level: The monthly payment will be negotiated and agreed upon. The monthly basic salary level is within 100-120.000 KES.
How to apply:
If you are interested in the vacancy, kindly send in addition to your curriculum vitae an application indicating your suitability and motivation for applying. All applicants should clearly mark on an envelope/subject if by email the position applying for to the following:
FIC C/O AYT Lakipia 3 Kileleshwa Nairobi Attn: The Programme Coordinator, Caspar Pedo
Or by e-mail to Caspar Pedo: Casparpedo@gmail.com
and to
Annette Larsen: annette.larsen@fic.dk
