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JOB DESCRIPTION
Finance and Administration Officer, East Africa Office

Responsible to: Director Article 19 Kenya and East Africa
Key relationships: London based Accountant, Nairobi based Africa Programme Officers
Starting salary: KES 1,800,000 per annum
Working hours: 37.5 hours per 5 day week
Location: ARTICLE 19 East Africa office in Nairobi, Kenya
Special conditions: The postholder must have the right to work in Kenya.

Occasional evening/weekend work and travel within Africa may be required.


Contract: 2 years, renewable subject to funding

JOB SUMMARY
The post-holder will be responsible for ensuring the maintenance and smooth functioning of all Article 19 finance and administrative operations associated with the Nairobi office. This will include the processing and recording of all financial transactions made by the office, all financial reporting to Article 19 London office, and to funders, managing relationships with suppliers and partner organisations and the management of office reception, contracts, supplies, stationery and filing systems. The post-holder will also provide support to the Director in the co-ordination and recording of meetings, supervising volunteers and interns and supporting other programme activities as necessary.

SPECIFIC RESPONSIBILITIES
Financial

  • Ensure all bona-fide payments (to partners, staff and suppliers) are correctly authorised, recorded and paid.

  • Ensure all other bona-fide financial transactions (bank-transfers, cash advances and petty cash) are correctly authorised, recorded and paid.

  • Reconcile all bank accounts monthly

  • Ensure all income due to the organisation is received promptly

  • Ensure all transactions are correctly recorded on the Article 19 Kenya accounting system (with correct account code and project code)

  • Produce accurate quarterly finance reports for the Article 19 London office

  • Produce accurate finance reports for project donors

  • Manage all relationships with the bank, including collecting cash and foreign currencies, managing transfers between bank accounts and managing cash-flow

  • Prepare quarterly cash-flow reports

  • Prepare annual accounts

  • Manage the relationship with the auditor, and ensure annual accounts are promptly and accurately prepared.

  • Ensure monthly deductions and remittances of statutory taxes for staff, contractors and consultants

  • Assist Article 19 Eastern Africa Director and London finance staff with the preparation of the annual budget and project specific budgets as may be required.

  • Assist with general administrative, communication and personal assistant tasks.


Office Reception:


Commercial Office Contracts and Services:

  • Ensure staff insurance and public liability insurance is up to date.

  • Review and update contracts for office equipment including service agreements, and liaise with maintenance engineers.

  • Review and maintain all service agreements, such as (but not exclusively): lease, office cleaning, health and safety, insurances, fire regulations and security contracts.

  • Maintain the general filing system of ARTICLE 19 - Kenya, including memorandums and legal documents, lease, insurance, grant contracts, other contracts and minutes

  • Ensure that the filing system meets the needs of the organisation at all times.

  • Maintain an adequate level of office supplies, including stationery and kitchen supplies.

  • Maintain office contacts database.


Other:

  • Provide support to the Director in the co-ordination and minuting of meetings.

  • Supervise interns and volunteers.

  • Provide support to other programme activities as required.

  • Undertake such other tasks as may reasonably be assigned by the Kenya office management



PERSON SPECIFICATION

  • Part-qualified accountant, or studying for final accounting exams

  • Experience in financial accounting, and office management.

  • Excellent written and spoken English

  • Fluency in other language widely spoken in Africa.

  • Excellent IT skills, especially use of Excel and accounting packages.

  • Proactive approach to work and good self-motivation.

  • Excellent inter-personal skills, ability to deal with people from different cultures

  • Ability to work flexibly and to adapt to changing demands and circumstances

  • Commitment to work within ARTICLE 19’s philosophy and objectives.



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