The Finance and Administrative assistant will provide administration, Human Resources, logistics and finance support to DRC Kenya Office, with a particular focus on supporting the Country Finance Officer in the effective and timely financial management of DRC-supported programmes in Kenya as well as the efficient running of the DRC office in Kenya. He/she will be part of the Kenya Country Office team and will report to the DRC Country Manager (Line Manager), while also maintaining a technical and supervisory reporting line to the Country Finance Officer and Head of International Finance.
Duties and Responsibilities
- Financial Management
- Processing the booking of all entries into the accounting system.
- Ensure monthly reporting of country office accounts including reconciliations for petty cash, bank, and intercompany account
- Maintain financial records/documentation and an appropriate and efficient financial filing system according to the filing system/guidelines
- Process Country Office payments
- Support annual audits of Country Office Accounts
- Maintain the CO asset register
- Support the preparation and monitoring of CO Master Budget through a monthly or quarterly budget monitoring/reporting process
- Prepare the quarterly consolidated financial program reports
- Support in quality control of cash requests and quarterly financial statements submitted by partners through the responsible delegates and other staff
- Support in the development of (and adjustments to) financial budgets and reports
- Ensure correct posting of transactions booked to programs
- Advise on program financial and administrative systems and procedures including on corruption, fraud, or misuse of funds
- Periodically undertake field visits to provide on-site support and financial management capacity development
- Support the CFO in close coordination with the Regional Office, HQ and Country Team, the compliant completion/closure of projects, including but not limited to, financial reporting, final external audit, updating of the country project and program portfolio overviews and the recording in the accounting system
- Undertake on a quarterly basis spot checks on the KRCS transactions incurred during the reporting period.
- Administrative, HR, Procurement and Logistics tasks
- Ensure administrative procedures in the Country Office are up to date, including the financial filing system, vehicle log systems, staff leave among others.
- Provide office staff with relevant Administrative and HR tasks support including procurement, organizing meetings and workshops, mission order filling, travel requests support and welcoming and supporting settling in of DRC visitors.
Desired Skills and competencies
- Professional/academic qualification in finance or accounting (min. degree in business studies)
- Professional qualification in finance or accounting (ICPAK)
- Relevant experience of minimum 3 years in finance management and administration
- Experience in preparing budgets, financial reports, and monitoring of budgets
- Those with audit experience will have an added advantage
- Strong communication skills, both written and verbal
- Full proficiency in Microsoft Office and Advanced proficiency in Excel
Desired attributes
- Flexible and adaptable to changing working conditions.
- Structured, very organized and good at planning
- Intercultural competencies, open-mindedness, and patience
- Able to work well in a team.
- High degree of integrity, proactive and discretion in personal conduct
- Self-motivated, with good judgment and initiative
- Able to prioritize tasks and meet deadlines
- Communication, coordination, networking, and facilitation skills
Application Procedure
Interested candidates who meet the above qualifications should apply strictly through the Kenya Red Cross website or link to reach us not later than 27th January 2025; by submitting the updated curriculum vitae and the contact details of three work related referees (one of whom must be the immediate supervisor), professional license, and relevant academic certificates. Only shortlisted candidates will be contacted.
