Mennonite Economic Development Associates
MEDA is looking for a Finance and Procurement Officer (FPO) to assist the Finance and Administration Director in managing the day-to-day financial operations within the organization.
Key Responsibilities:
Cash and Vendor management
- Prepare monthly cash need to inform Cash request.
- Review of procurement documents to ensure appropriate bidding, invoices, delivery notes before payment.
- Prepare payment vouchers and cheques for approved payments.
- Verify petty cash expenses and support documents from all MEDA site offices.
- Maintain a vendor register and associated MOUs.
- Maintain contract register.
Procurement
- Act as the secretary to the procurement committee
- Convene all procurement committee meetings.
- Procurement of office requirements – Ensure procurement policies and procedures are adhered to for all purchases made.
- Procurement documentation – In conjunction with the members of the procurement committee, raise request for quotation, prepare bid analysis and prepare minutes to the procurement committee meetings.
- Raise local purchase orders and service contracts for all awarded job.
Asset and Inventory Management
- Maintain accurate records for all the fixed assets / inventory monthly.
- Prepare monthly depreciation schedule.
- Conduct quarterly asset verification exercise.
- Review office inventory records before replenishment avoid pilferage or wastage.
- Review vehicle fuel monthly usage and recommend for card top-up.
Staff advances Management
- Review all staff travel advances and reimbursements.
- Review staff travel expense reports with a kin eye on authenticity of receipts and expense approvals.
- Ensure timely payment of staff advances and claims.
- Reconcile staff advances accounts.
Other duties
- Assist in preparing financial reports.
- Assist with collecting financial information for the monthly, quarterly, and annual
- Assist with the implementation of the audit plan & ensure all documents are in order.
- Support the finance team members when absent, as may be delegated from time to time in writing; performing reconciliations, reviewing internal finance documents, making internal control recommendations, and closing matters as needed.
- Implementing internal controls & policies to comply with donor & GOK requirements
- Assist in sub-grantees management process; budget reviews, financial reporting, capacity assessment, capacity building, audit, funding and ensuring compliance to internal policies, Government of Kenya laws, MEDA and donor regulations.
Any other duties and/or requirements as assigned
Job Requirements for All Staff:
Organizational Policies and Procedures
- Ensure and adhere to all MEDA management, professional, finance, audit, legal, human capital, security, corporate and other policies as required
- Prepare quarterly and other required internal reports and planning documents
- Complete and participate in all training as required
Organizational Culture
- Appreciation, understanding and commitment to MEDA’s mission, creating business solutions to poverty
- Demonstrate MEDA’s Core Performance Values: Collaboration, Respect, Entrepreneurship and Accountability
Image and Engagement
- Adherence and demonstration of MEDA image according to MEDA values
- Comply with board approved brand strategy
- Promote MEDA thorough speaking engagements, media appearances and convention as require
Position Qualifications:
- University degree in Accounting or business related field.
- CPA certification-At least CPA2
- At least 3 years of experience working at a similar role, preferably within a donor funded project/organization. Advanced use of MS office packages, and database management tools.
- Demonstrated experience working with different accounting software, and ability to learn quickly on the job.
- Communication: Fluency in written and spoken English and Swahili
Additional Qualifications:
- Appreciation and support of MEDA’s mission, vision, and values
- Understanding and appreciation of business principles, international development and MEDA’s approach of creating business solutions to poverty
- Ability to use technology in day-to-day task execution.
This job description may be reviewed, revised and updated as required to meet department and/or organizational objectives.