NGO Finance Officer Job in Kenya

256

Finance Officer (Procurement & Finance)

Full time
Nairobi (Head office)

Job Summary

Reporting to the Finance Manager, the Finance Officer (Procurement & Finance) will be responsible for all procurement activities of the organization. He/she will also have duties within the Finance Department including budgetary control, mission tracking and reconciliations.

Job Description:

Procurement:

Procurement procedures – 30%

  • Conduct efficient and collaborative procurement procedures which are compliant to TI Kenya’s procurement policy (This includes the pre-tendering process, tendering, setting evaluation criteria and awarding of contracts) with a value for money outcome.
  • As Secretary to the Procurement Committee, call for, record and keep minutes of all proceedings of procurement meetings.
  • Preparation of all tenders/bids/contracts for consultancies in liaison with the relevant programme staff and facilitate dispatch of the same
  • Conduct Supplier Pre-qualification annually as per TIK policies and update list of eligible vendors in TIK database and highlight areas of concern and recommend alternatives where necessary.
  • Initialize and process all approved requisitions
  • Ensure timely commencement and conclusion of procurement processes for any recurring contractual services eg.  staff medical scheme and other insurances
  • Prepare, encumber and dispatch LPOs for all goods and services and follow up to ensure timely delivery
  • Follow up on delayed deliveries and keep user departments informed; consulting them if there is need to change specifications or suppliers
  • Prepare monthly procurement reports (both procurement plans and estimates and post procurement reports) for review by the management team.
  • Administering and management of all correspondence received through TIK Procurement email address.

Contract and supplier management- 20%

  • Liaison with the contractors/consultants/suppliers on behalf of the procurement  committee for any follow ups and or communication of the committee’s verdict after evaluations
  • Preparation of Contracts or LPOs for successful contractors/consultants/service providers and ensuring that the same are well serialized and managed.
  • To keep abreast with contents of signed MoUs and Contracts of suppliers/consultants and align procurement processes and procedures to procurement legislation and donor regulations.

Asset management – 10%

  • In charge of TI-Kenya assets management including tagging, storing and maintenance scheduling.
  • Maintain an updated fixed asset register, coordinate annual fixed asset verification exercise and perform reconciliation of the physical count with the system record.
  • Co-ordinate the receiving of assets and goods purchased and ensure that the user departments are available to confirm quality and quantity.
  • Secure and keep safe custody of server room access and establish control measures to monitor movement of assets.
  • Conduct periodic asset verification exercise in liaison with the Admin Officer
  • Establish controls to assign assets to new staff and manage handover process upon exit from the institution

 Finance duties-40%

  • Assist programme officers to prepare annual estimates of expenditure to facilitate effective and efficient management of their programmes
  • Assist in fund raising efforts by developing relevant budget and maintenance of updated donor records, files and grant management matrix in liaison with Programme Staff.
  • Track budgetary allocations per programme before approval of mission proposals
  • Ensuring that requirements imposed on TI-Kenya through grant agreements are adhered to ensure updated records are kept on all financial transactions which TI-Kenya has made both from its own resources and from project/programme specific grants
  • Ensuring that all payments for services rendered are made according to financial and procurement guidelines
  • Receipting and recording of all cash inflows received from donors or reimbursed by staff
  • Manage cash handling forms in liaison with Admin Officer
  • Review and approve imprest accounting forms and ensure these are input in NAV in a timely and accurate manner
  • Maintain books of sub-grantors and other partners with whom TIK may appoint from time to time
  • Update cashbook and prepare monthly bank reconciliation of all bank accounts of TIK
  • In charge of online filing of taxes and statutory payments for PAYE, NHIF and NSSF and other statutory deductions
  • In liaison with the Human Resource and Administration Manager, ensure that the relevant payroll journals are passed correctly and timely in to the general ledger
  • Monitor pension and sacco contribution and payments on behalf for eligible staff members as TIK policies.
  • Monthly review of all General ledger postings and advising the Finance Manager  on any journal entries required
  • Extraction of timely financial reports for management, donors and statutory purposes.
  • Ensure maintenance of a good petty cash system and monitor petty cash reimbursements, surprise cash verification and monthly reconciliations
  • Assist and give support to auditors during TI-Kenya annual and other audits
  • Assist the Finance Manager in any other duties as may be delegated

 Qualifications and Experience

  • Bachelor of Commerce from a recognized University, with a major in accounts or finance
  • Minimum of CPA III
  • Diploma in Purchasing & Supplies Management
  • Enhanced computer literacy, with a good exposure to an Enterprise Resource Planning management system and related financial modules
  • Previous work experience in procurement and supply chain work
  • At least 3 years’ experience in finance and accounts gained in a busy environment, preferably in an NGO or private sector

 Competencies

  • Costing and cost control
  • Budgeting and budgetary control
  • Financial reporting
  • Cash management
  • Taxation expertise
  • Strong analytical and statistical skills
  • Honest, diligent and trustworthy
  • Ability to work under pressure with minimum supervision.
  • Recent proven experience in a procurement function involved in high risk, high value, complex works, services and supplies covering a range of commodities.
  • A sense of urgency and prioritization of tasks
  • Problem solving skills

 

Do not attach your testimonials or certificates.

Only shortlisted candidates will be contacted.

Applications will be processed on first come basis. The recruitment is open until filled.

Job Features

Job Category Finance
Job Category Finance and Admin
Experience Mid-Level
Job ID FA-001
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