Finance and Administration Officer (FAO)

Job Description

The Finance and Administration Officer will report to the HEFDC Director of Programs and will work under the head of the program.  The position will be responsible for overseeing all aspects of accounting and financial management, budgeting; and financial reporting; contract/sub-award implementation management; program implementation management, asset management, logistics, and compliance with terms and conditions of the award. The Finance and Administration Officer will oversee all activity operations to ensure accountability and transparency application of funds including assuring value for money transactions are adhered to.

Essential Functions

This position will be responsible for preparing timely and accurate financial reporting and in the preparation of monthly financial spreadsheets, cash flow forecasts, data entry, corresponding with vendors as appropriate, and ensuring the office follows HEFDC and donors’ financial procedures and regulations.  

Specific responsibilities of FAO, will include, but are not limited to:

• Responsible for the processing of financial transactions and the application of proper accounting principles and standards, internal controls and financial file management; maintenance of digital financial management system i.e. QuickBooks; generation of financial reports as is required and general support to project activities.
• Provide the Finance and Administration Manager (FAM) for the program and Grants Manager with the required financial reporting, while ensuring compliance with the requirements of donor award. Will conduct the day-to-day finance operations, including implementation of relevant HEFDC policies, procedures and systems, as well as preparing and submitting the monthly cash forecast to the FAM ensuring the Grants Manager and Senior Finance Officer are kept informed.
• Will produce and disseminate monthly financial performance reports against budget for use and verification by the Program Management Team before it is shared with the donor; this will be required to be done in a timely and accurate manner.
• Demonstrate a high level of professionalism and ethics when dealing with sensitive and confidential documents and information, and with co-workers and partners.
• Prepare cheque and journal vouchers, ensuring accuracy of account codes and completeness of supporting documents.
• Manage the process of clearing bills, payments, and vouchers, including a review and certification of supporting documentation to ensure it is compliant with local tax laws, as well as Donor and HEFDC financial management policy guidelines.

Qualifications

At a minimum, the Finance and Administration Officer should have the following:

• Master’s degree in Business Administration, Accounting, Finance, Human Resources, or other relevant fields.
• A Member of CPAK Kenya Holder
• A minimum of 5-7 years of experience in overall financial and administration operations of donor-funded activities (e.g. teams of human resource, logistics, grant/contract, and finance staff) of similar dollar value.
• Demonstrated financial management, analytical and computer skills, with emphasis on budgeting and financial analysis.

Other Skills and Experience

• Knowledge and experience with accounting software packages for example the QuickBooks
• Proficiency in Excel and other computer packages.
• Ability to prepare financial presentations and reports.
• Demonstrated personal and professional integrity with capacity to work effectively with teams, sub-recipients and clients.
• Excellent people skills at all levels, cultural sensitivity, ability to work well under pressure, ability to negotiate diplomatically, as well as the ability to work well in a multicultural and multi-disciplinary work environment.
• Demonstrated experience working with sub-recipients and clients, to ensure timely and quality financial reporting.

Language
Fluency in English and Kiswahili

Additional Information

The recruitment process will strictly follow the HEFDC procurement guidelines and HR guidelines.

The list of essential functions might change based on arising requirements introduced on  the finance management and administration of the program.

Send your application send to: info@hefdcgroup.org

Application Deadline – 19^th May 2023