Country Finance & Admin Assistant Vacancy

  • Contract
  • Full Time
  • Nairobi


JOBfrom mothers2mothers Closing date: 31 Aug 2018
The Country Finance and Administration Assistant corrects, processes and reconciles a wide variety of accounting documents such as invoices, employee reimbursements, cash receipts, petty cash, vendor statements, and journal vouchers; reviews and codes financial information; prepare and processes documents to disburse funds, makes deposits; compiles and reviews information for accuracy; and maintains records.

The Country Finance and Administration Assistant reports directly to Financial Analyst & Pricing Business Partner and provides direct support to the Country Team.

Key Performance Areas:

Purchasing and Navigator processing (30%)

· Receive, number and manage the Purchase Requisition database

· Receive, number and manage the Travel Requisition database

· Create purchase orders in the Navigator Accounting system for approval by the Country Finance manager

Ensure all procurement documentation is complete for payment
Prepare Payment Vouchers and setup payments onto the banking system /prepare cheques for payment of vendors and staff
· Provide clerical support in entering all invoices onto the Accounting system and allocating them against purchase orders

· Deal with supplier queries regarding payments

· Provide clerical support in maintaining and updating supplier information and undertake relevant background checks and terrorist/debarment checks

· Report all invoices received without a purchase order or relevant supporting documentation on a monthly basis

Staff Accounts, Debtors & Cash Book Management (15%)

· Provide support to the Finance Officer in processing and following up on all staff accounts

· Provide clerical support to the Country Finance Officer in managing the cash book and preparing bank reconciliations for review by the Country Finance Manager

Be m2m’s agent in performing banking procedures-deposits, document delivery and petty cash withdrawal
· Manage the petty cash process including issuing and clearing floats

· Do a monthly petty cash count under oversight from the Country Finance Officer and balance the petty cash monthly.

Administration (20%)

· Update payroll information with HR and deliver remit required payments to relevant bodies-PAYE, NHIF, NSSF, Pensions, WIBA and medical insurance

· Provide clerical support to the Country Finance Manager in maintaining the fixed asset register

Provide updates of assets for insurance service provider
· Maintain the filing systems – finance, procurement, other administration

Print, photocopy, scan and bind documents
· Travel and event planning including identifying and booking flights, accommodation, training venues, and transport

· Travel and event planning including identifying and booking flights, accommodation, training venues, and transport

Document Management (10%)

· Receives, logs and checks all source documentation submitted to the finance unit for processing

· Manage the filing system for all financial documentation

· Provide support in managing the Share-Point document structure of the finance unit

· Support with the retrieval of financial data during audits

· Manage the archiving of all financial data

Procurement and Logistics (25%)

· Organize and maintain office support services, including travel, housing, purchases, other logistics and hospitality arrangements to visitors

· Assist in asset management by updating asset registers, tracking transfer of assets, labelling new assets, assisting in asset disposal

Qualifications and Experience:

· Accounting or related diploma/degree

· At least 1-3 years relevant working experience

· Computer competency including the ability to operate computerized accounting, spreadsheets and word processing programs

· Excellent interpersonal skills; ability to work on own and within various teams

· Ability to manage competing tasks and priorities

· Organized, systematic and attentive to detail

· Integrity, professionalism and transparency

· Fluency in English and Kiswahili essential

mothers2mothers is an equal opportunity employer. We particularly encourage applications from people living with HIV and AIDS (PLWHA), people with disabilities, women and previously disadvantaged people.

Competitive salary packages will be negotiable in accordance with m2m’s remuneration policies.

To Apply:

· Interested applicants should apply for this position via by 31 August 2018

To apply for this job please visit