| Job Title: | Finance and Administration Officer(POSITION FILLED) |
| Organisation: | Initiative for Equality and Non-Discrimination (INEND) |
| Reports to: | Finance and Operations Manager |
| Duty Station: | Mombasa, Kenya |
| Job duration: | Three-year full time renewable contract. |
About INEND:
Initiative for Equality and Non Discrimination (INEND) was established in 2015 in response to the need for new, expanded, and diversified organizing on issues affecting sexual and gender minorities in Kenya. INEND specifically engages strategically and systematically with various actors in society, particularly those who are known perpetrators of violence and discrimination, as a means of reducing violations towards sexual and gender minorities.
Position Overview.
The Finance and Administration Officer will lead the day to day functions of INEND’s Accounting, Financial and Administration activities. The Finance and Administration Officer has a responsibility for maintaining accurate and up-to-date accounting and financial records in compliance with regulatory requirements, and coordinate a responsive and efficient Administration function.
| Key Roles and Responsibilities |
| 1. | Management i. Analyze and present financial reports in an accurate and timely manner; clearly communicate monthly and annual financial statements; collate financial reporting materials for all donor segments. ii. Assist the Finance and Operations Manager to coordinate and lead the annual audit process; assess any changes necessary. iii. Assist in the annual budgeting and planning process in conjunction with the Finance and Operations Manager; monitor progress and changes of financial budgets and plans. iv. Ensure that financial data and cash flow are steady and support operational requirements. v. Effectively communicate and present critical financial matters to the senior management. |
| 2. | Transactional i. Ensure that all financial transactions are processed accurately, in a timely manner, and in accordance with generally accepted accounting principles. ii. Record, reconciliation, tracking and banking of all grants and transactions. iii. Check, process and record all payments, administer invoices and expenses, claims received, code items to agreed budgets, and action payments. iv. Reconcile transactions on computer and bank statements and ensure that all accounts balance. v. Maintain proper financial records on computer book-keeping package (QuickBooks) and filing of all relevant paperwork. vi. Maintain control of the following areas: general ledger, accounts payable, expense reports, billing, and payroll. vii. Manage organisational cash flow and forecasting. viii. Perform month-end closing procedures, including overhead allocations, account reconciliations, and updating schedules. ix. Maintain an orderly accounting filing system. |
| 3. | Reporting i. Assist in issuing timely, accurate, and complete financial statements for all levels, including Board of Directors and senior management. ii. Assist in coordinating the preparation of the draft audited financial statements and all tax returns. iii. Assist in production of cash flow reports, annual budgets, and forecasts. iv. Calculate variances from the budget and report significant issues to senior management. v. Provide for a system of management cost reports. |
| 4 | Compliance i. Prepare and assist with developing audit schedules for the annual audit. ii. Suggest improvements in processes to increase organizational effectiveness. iii. Gather all necessary information for annual tax returns. iv. Ensure financial compliance with all local and national, donor and other stakeholder requirements |
| 5. | Human Resource and Administrative i. Manage and maintain INEND’s staff records, leave records and personnel files etc. ii. Support recruitment processes and ensure HR policies and procedures are in place and adhered to by all staff iii. Management of property/office, including ensuring basic Health & Safety, maintenance of property and equipment etc. iv. Maintain the office’s administrative files for internal, legal, audit and donor requirements including but not limited to: facilities, contracts, grants etc. Ensure confidentiality of sensitive files v. Management of supplier contracts and monitoring of delivery/quality vi. Maintain and update office inventory |
| 6. | Logistics i. Ensure operation, maintenance and appropriateness of IT and communications system ii. Ensure that office equipment, electrical equipment is kept in optimum working order, through correct usage and maintenance iii. Manage office facilities as needed, and assist with preparation and renewal of contracts and arrangement and oversight for quality of maintenance work iv. Responsible for procurement and purchases according to organisational policy v. Focal person for suppliers |
Knowledge, Skills, and Abilities:
- Exceptional verbal and written communications skills and the ability to interact effectively with others, both internally and externally.
- Excellent time management skills, with the ability to perform multiple tasks and meet critical deadlines while maintaining accuracy and quality. Proven ability to make complex and time-sensitive decisions in the best interests of the organization.
- Critical thinking and Analytical skills
- Superior attention to detail
Qualifications and Experience:
- A Bachelor’s Degree in business, finance, accounting, or a related field
- Accountancy qualification in CPA
- Good knowledge of accounting and bookkeeping procedures
- Advanced MS Excel skills (creating spreadsheets and using financial functions)
- Familiarity with accounting software (e.g. QuickBooks) and business principles and practices.
- Organizational, planning, problem-solving and time-management skills
- Relevant professional experience in a similar role would be an added advantage.
Female applicants, applicants from marginalised groups and applicants with disabilities are encouraged to apply.
APPLICATION PROCEDURE
Interested candidates are requested to submit the following documents:
1. A cover letter
2. Curriculum Vitae (CV)
3. Contact details for two (2) referees.
4. Current salary and salary expectation.
We will not be able to notify all applicants unless they are shortlisted.
Please email your application to: recruit@inend.org by 14th December 2023.
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