Reporting to the Finance and Administration Manager, the Finance Assistant will efficiently execute finance and accounting operations, supporting the other functions of operations – administration, logistics and human resources – in ensuring effective support to the Institute’s programmes. The role is expected to ensure the financial and legal integrity of the Institute within the framework of policies, procedures and statutory requirements. In addition, he/she will provide support to project teams on compliance to donor rules and regulations providing budgetary oversight on project activities. He/she is expected to maintain appropriate books of accounts, transaction activities and their relevant documentation.

Responsibilities

Finance and Accounts

Operations

Keep records and undertake data capture for income and expenditure
Maintain individual GL accounts and ensuring authenticity of data
Keep imprest and related expenditure vouchers and ensure approval as per authority and designated AFIDEP staff
Management of payables
Prepare payments and settlements ensuring they are supported by appropriate documentary evidence
Maintain proper debtors and creditors statements and schedules
Manage and maintain staff advances accounts and recoveries
Maintenance of proper financial transaction documentations
Budgetary and funds management

Cash flow management and reconciliations
Monitor bank accounts to ensure funds are available when needed and prepare monthly reconciliations
Monitor expenditure by the approved budgets and budget lines
Monitor and manage disbursement and receipts of funds
Contribute to development of institutional and activity budgets
Reporting

Support production of monthly management accounts
Support production of quarterly financial statements
Produce ad hoc reports as requested
Filing statutory returns and deductions
Issue receipts for all income
Human Resources Management

Staff benefits management

Payroll processing and settlement
Maintenance of staff benefits accounts – pensions, education allowance, transport allowance, holiday allowances, e.t.c.
Staff benefits accounts reconciliations
Ensuring proper staff benefits documentation
Administration

Procurement systems support

Receiving supplies and signing off delivery notes
Stock reconciliation reviews
Ensuring proper procurement documentation

Qualifications, Skills, Knowledge

At least a business degree from a recognised University
Professional accounting qualification – CPA, ACCA, CIMA
Proficient with automated financial management system. Proficiency with Microsoft Dynamics Navision software will be an added advantage
Proficient with MS office, especially advanced excel and able to deal with complicated worksheets
High integrity and accountability
Team player with excellent interpersonal skills
Excellent communications skills – written and spoken

Experience

Proven experience in performing operations of a busy finance department. Experience in international development organisation will be an added advantage
A minimum of 2-3 years relevant experience in similar environment
Ability to work independently with minimum supervision
Proven experience in operating an automated financial management systems
Additional information: This position will be for an initial period of 2 years, renewable depending on performance, needs of the Institute and availability of funding. A competitive remuneration package will be offered commensurate with qualifications and experience.

HOW TO APPLY:
Please send (1) one-page cover letter (2) CV of not more than 4 pages (including three relevant referees to the contact below. Applications will be consider in a continuous basis until the right candidate is identified and is expected to begin work immediately. Application letters should have the title of the position as the subject as well as subject of email for electronic applicants. Only qualified applicants shortlisted for interviews will be contacted.

Address: Finance and Administration Manager

African Institute for Development Policy (AFIDEP),

6th Floor Wing A, Westcom Point Building, Mahiga Mairu Avenue,

Westlands P.O. Box 14688-00800, Westlands, Nairobi, Kenya

Email: hr@afidep.org