Job Description
Operations & Financial Associate (Shamiri Institute) JD
Job TitleOperations & Financial Associate
Reports to: Chief Operating Officer
Team: Operations
Position Summary
The Operations & Finance Associate’s primary responsibility is to provide support to the organization to facilitate the efficient planning and implementation through financial management & accounting, grant budgeting & reporting, follow-ups, statutory compliance and other office administrative & operations tasks under the supervision of the Chief Operations Officer.
Tasks and Responsibilities
Financial Management & Accounting
• Maintain and file records of expenditure, process invoices and claims for payments and track payments relating to office costs and program activities.
• Administer financial accounts and manage petty cash.
• Drafting timely monthly bank, cash and M-pesa reconciliation statements.
• Support prudent resource management by expenditure verification from receipts received, float refunds etc.
• Drafting of accurate and timely financial reports as may be necessary for review and decision making.
• Assist with procurement of goods and services following the organization’s procurement policies.
• Update and follow up payments on the required statutory payments with the necessary government entities.
• Assist with administering office affairs, in relation to service staff, registration matters, licences and permits, transport, maintenance, stationary and office consumables.
• Assist in the drafting and coordination of organizational & program audits.
• Maintaining and updating the asset register and ensuring that all assets are insured and are in good condition.
• Supporting the preparation of donor/grant budgets.
Administration
• Assist in departmental planning and execution.
• Provide direct/line management of the office administrator.
• Lead in proper recording; keeping of grant files.
• Supporting department heads in procurement of goods and services by ensuring that policies and procedures are followed.
• Ensuring annual renewal of all contracts relating to suppliers and service providers.
• Any other duty assigned from time to time.
Minimum Requirements & Competencies
• A degree in Finance, Accounting or a related field.
• Certified Public Accountant CPA.
• Minimum 3 years' experience in working for a non-governmental organization (NGO) or a company limited by guarantee.
• Excellent hands on experience in computerized financial management systems.
• Proven experience in donor or project financial program management and administration.
• Ability to work independently driven by a desire to achieve results.
• High level of integrity and ability to be entrusted with organization’s resources.
• Hands on bookkeeping experience.
• Ability to plan, organize, coordinate normally and under pressure with strict adherence to timelines and deadlines.
• Flexibility and willingness to work as a team member and independently, with a high level of self-motivation.
• Excellent listening and communication skills.
• Strong organizational skills and close attention to detail in order to produce high quality output.