Finance And Administration Coordinator

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Projects/Programs 25%

· Ensure smooth implementation of the grant disbursement process, receipt generation, grant application review and proper filing after disbursements have been completed for the assigned projects.

· Actively participate as part of the grant disbursement team

· Provide support to project managers in preparing grant disbursement documentation and supporting in the development of disbursement schedule

· Identify tools, resources, and best practices to help improve the project implementation

· Field staff activities and workshops facilitation

· Managing transport stipends, airtime and bi- weekly expenses for the assigned projects

General Finance 15% · Monitor project’s operating expenditures as they compare to the annual budget

· Prepare proper documentation for payments and file accordingly

· Prepare US wire requests for the projects’ operations

· Undertake other financial and administrative tasks when necessary

· Coordinate preparations for bi-weeklies and other office functions / activities

Compliance & Safeguarding 15% · Supporting procurement processes as per the policy and ensuring that all documentation is provided

· Responsible for ensuring VE accounting policies are stringently followed and educating staff on these policies as required.

· Regular follow ups and provide support in developing mechanisms to ensure that advances have been issued and accounted within the required timelines and as per the policy.

· Safeguarding: Participate in the planning of the safeguarding visits for F&A staff once every quarter and also facilitate at least one safeguarding visit per quarter.

Net Suite 15% · Entering daily transactions & uploading supporting documents and monthly reviews and assist with reconciliations

· Perform monthly reviews of all Netsuite transactions you have entered and make any required corrections prior to the closing of the books

· Provide the appropriate financial information as requested by the staff.

· Preparation of monthly project allocations

Reporting 10% · Perform reconciliations as designated by the F&A Manager

· Preparing monthly Budget vs Actual reports and presenting to the management.

Audits 10% · Take a lead role in supporting the internal and external auditing processes

· Ensure the audit documents requested are available in the allotted time

· Once the audit is completed support in ensure that all documents are correctly refiled

· Report any financial issues to the Finance Manager immediately

Administration 10% · Support the procurement process, certifying that VE is getting the best value for money on all related purchases

· Monitor the Field Bills Calendar and ensure that all project’s bills/invoices are paid on time

· Responsible for the proper supporting documents being attached to all payments and filed accordingly (invoices, PVs, budgets, e.t.c.)

· Tracking of projects’ equipment and documentation once it leaves the office

· Manage and update the East Africa Asset Listing document

· Support the proper maintenance of upkeep of office equipment

Qualifications:

For appointment to this position a candidate must have:

· Part II of CPA (U) or its approved equivalent qualification OR a Bachelor’s degree in Accounting, Business, Finance or Commerce or any other relevant equivalent qualification from a recognized institution.

· Proficiency in computer applications; practical knowledge in the use of Accounting based Applications like Net-suite is A MUST. All candidates will be required to undergo this test.

· Served in a comparable and relevant position for a minimum period of two (2) years in a busy organization.

· Demonstrated merit and ability in work performance and results

Excellent record of integrity and professionalism

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