Finance and Administration Officer

Job Title: Finance and Administration Officer

Reports to: Senior Finance & Administration Officer

Closely work with: Local Implementing Partners, Consortium Members, WeWorld Program and Finance team at country and county offices.

Job Location: Nairobi with regular travel to the project sites.

Contract Details: Annual Renewable contract subject to funds availability with 3 Months’ probation

We World is an independent Italian organization emerged from the union between GVC NGO (constituted in Bologna in 1971) and WeWorld (founded in Milan in 1999), with the aim of increasing the impact of Development Cooperation and Humanitarian Aid projects in 25 countries, including Italy. We work to promote recognition and respect of the fundamental rights of every human being, fighting poverty, injustice and generating sustainable and durable socio-economic growth models. We strive for a better world where everyone, especially women and children, have equal opportunities and rights, access to resources, to health, to education and to dignified work. A world in which the environment is a common good to be respected and preserved; in which war, violence and exploitation are banned. We feel called upon to increase our capabilities of providing support, in a global context characterized by economic and environmental crises, conflicts and inequalities, in which Humanitarian Aid and Development Cooperation are more linked than ever.

We World has been operating in Kenya since 2009 implementing projects in the counties of , Isiolo, Nairobi, Narok, Nyamira, Migori and Homabay. Our key thematic areas of intervention focus on: Health and Nutrition, Water Sanitation; Food security, Resilience, Climate Change, Livelihood, peace-building, Education; Socio-Economic Development

Job Summary:

Working as an important member of a diverse team who are committed to serve the world’s most vulnerable communities especially women and children around the World.

The Finance and Administration Officer is responsible for performing a variety of financial and administrative duties. They are responsible for strategizing on and planning for financial goals by working daily to achieve and maintain the financial health of We World. The Finance and Administration Officer will maintain accurate records and is required to remain compliant with all government laws, donor policies and We World policies and Procedures at all times. This means the Finance and Administration Officer will have a high degree of ethics, integrity, and accountability.

Main Duties and Responsibilities

Finance Tasks

• Ensure that the financial reports adhere to We World and other donor guidelines
• To be responsible for all financial (cash and cheque) transactions and recordings and safekeeping of related documents;
• Monitoring of project cash flows, and timely preparation of requests from the donors
• Responsible for safeguarding the organisation’s assets, in close coordination with the Senior Finance and Admin Officer in Nairobi
• To support program staff to ensure that the reports are delivered on time and are of good quality, according to WWGVC and other donor standards
• In collaboration with the Snr. Finance and Administration Officer and Country Representative, you will identify areas for further improvement on financial management and define frameworks, procedures and indicators oriented towards improved organisational and financial management
• Review cash requests from the Project Coordinator and Project Leads and disburse funds to the to the field for approved program expenses
• Monitoring the budgets and make sure that it is in line with the funding received;
• Ensure that a proper and transparent filling of all documents relating to finance is present and updated in the offices;
• Under the supervision of the senior FAO undertake scheduled partner visits to carry out Interim Monitoring Mission and generate reports on the same detailing your findings and areas of partner improvement
• Assist We World office to run smooth internal and external audits of the project;
• Preparation of bank reconciliations, filing of all accounting vouchers and documents
• In liaison with the Project Coordinator and PMs, prepare annual procurement plan for the various projects allocated to you
• Cash book management and registration in the accounting overall system of the organization (SQUARE);
• Assist the Snr. Finance and Admin Officer with payroll preparation and do follow ups to ensure that all statutory and other payroll deductions have been remitted to the relevant authorities and bodies before the due dates;
• Ensure that a transparent and proper system of authorizations is implemented and monitor constantly that this is updated and filed accordingly;
• Supervise that staff travel expenditures are undertaken according to the funds available and the estimation given, when needed.

Admin Tasks

• Ensure We World and donors regulations (such as PRAG) are adhered to in all procurement of goods and services;
• Maintain the staff leave follow ups for the various offices
• Manage the filing, storage and security of documents;
• Perform other related duties as required.

Minimum Education, Qualifications & Experience Required:

• Bachelor’s degree in finance, accounting, or similar
• CPA Finalist or Equivalent
• At least three years of proven previous work experience in as similar role with an NGO
• Practical experience with accounting software (such as QuickBooks), spreadsheets (such as MS Excel), and databases (such as MS Access)
• Able to quickly learn and adapt to new software and processes
• A solid understanding of bookkeeping procedures including crediting and debiting appropriate accounts, posting entries to ledger accounts, and reconciling accounts
• Effective written and verbal communication skills
• Works well in a team environment and with upper management
• High level of critical thinking and logical analysis
• Good organizational and time management skills
• Able to work well under pressure and meet all deadlines
• Always keeps the highest standards of compliance and confidentiality