Finance and Administration Officer

Position: (1) Finance and Administration Officer

Ref No: FAO/SOK/09/2022 (ID: 3883193)

Project: Operation Come-To-School Project

Location: roving 4 Counties

Special Olympics Kenya (SOK) is a National accreditation of Special Olympics Inc. with programming in sports, health, education and community building that address the injustice, isolation, intolerance and inactivity faced by individuals with intellectual disabilities and their families. Special Olympics Kenya collaborates with partners to marshal resources, implement diverse programming and act as a convening power of stakeholders to drive positive attitudinal and behavioural change towards people with intellectual disabilities in communities

Role/Purpose:

Under the Supervision of Account Executive, effectively implement Operation Come-To-School Project, the Finance and Admin Officer will be responsible for the performance of a variety of duties categorized as either financial or administrative support. He/ she will take full responsibility for financial management function of Special Olympics Kenya; including and not limited to budgeting, financial resources mobilization, maintenance of accurate accounting records, reporting both internally and externally in a timely manner. The candidate will also manage administrative functions of the organization so as to ensure that its operations run smoothly.

Program Planning

• Under the direction and guidance of the Education Project Manager, coordinate plans for the implementation of the project activities in all target school communities.
• Work with the Project Manager and other education team members and partner organizations to develop project implementation and procurement plans.
• Work with the Project Manager and Project Team to prepare and/or revise project monitoring tools to track indicators and monitor achievement of objectives and impact of the program.
• In collaboration with the Education Project team, prepare plans for capacity building and training of school managements on various trainings needs.
• Work collaboratively with the Project Manager and CDEs to design criteria for selection of trainees for the school-based inclusive education teacher-training programme.
• Prepare plans for regular field monitoring visits together with Project manager and other project staff.

Program Implementation:

The Finance and Admin function of SO Kenya covers Finance & Accounting, Administration and Human resource. Some of the specific functions entail:

• Implementation of SO Kenya policy on Finance, Admin and HR
• Participation in financial planning, budget preparation, execution and implementation
• Accounting services; including processing of payments, control of usage of funds, maintenance on bank reconciliation records and management of petty cash.
• Monitoring the use of funds as well as financial Compliance to statutory and donor regulations and bank reconciliation, support audit efforts by preparing reports
• Administration of Human resource matters-including recruitment, induction, administration of payroll, management of personnel records in liaison with relevant government authorities, Problem resolution, benefits and oversee HR issues over the employees’ life cycle
• Admin duties- including front desk, management of communication, social media and Website, management of Procurement of good and services, facilities, safety and security.

Program Support Operations:

• Coordinate with other departments to ensure that field activities including logistics (transport, warehousing and asset management), procurement, are smoothly run.
• Network with other SOK programs in target counties to ensure integration and that the projects runs smoothly and efficiently and draws from best experiences and lessons for improved programming.
• Liaise with programme officers in preparation of annual, periodic and project work plans and budgets;
• Ensure timely and accurate financial reporting as per the terms of So Kenya’s contractual agreements with donors;
• Set up and administer accounting and administrative systems, processes and procedures as required by the organization, donors and as per statutory requirements.
• Establish systems and procedures for the efficient management of the organization and its records.
• Ensure maintenance of accurate and complete accounting records
• Ensure continuous management of program’s cash flows
• Institute and enforce controls over SOK’s assets and financial resources,
• Ensure preparation of timely and accurate financial reports as per management, donor and statutory requirements
• Coordination of internal and external audit processes
• Provide financial guidance in fundraising; including but not limited to constant donor liaison, timely extraction of fundraising budgets, attending meetings with donors, participate in funding negotiations and reporting meetings.
• Ensure maintenance of a comprehensive fixed asset register and that all assets are accounted for and safeguarded from losses arising from fraud, waste, extravagance, inefficient administration, poor value for money purchases.
• Strictly implement financial and procurement policies and guidelines and ensuring efficient and effective implementation of the same
• Providing support to programs; financial or otherwise from time to time Such other related responsibilities that may come up and/ or may be assigned by the Executive Accountant.

Competence, experience, skills, knowledge

Proven track record in general financial planning including, but not limited to:

• Systems development and implementation
• Costing and cost control
• Budgeting and budgetary control
• Financial reporting
• Cash management
• Taxation expertise
• Decision making skills and problem solving
• Relationship building and maintenance
• Staff management skills including discipline and training
• Communication and interpersonal skills
• IT skills
• Team work
• Ethics and integrity Commitment to Special Olympics Child Protection Policy.

Desirable qualifications

• Minimum Bachelor of Commerce degree or its equivalence, with a major in Accounts/Finance
• CPA (K)
• Proficiency in Microsoft Office, Excel and Accounting systems like SAGE 200 Evolution and/or QuickBooks.
• Strong communication skills, Good analytical skills,
• Ability to work with minimum supervision,
• Attention to detail.
• At least 3 years’ experience working with NGO/CSO
• Training in project management is an added advantage
• Active member of ICPAK

Note;

SOK is committed to observing all local, national and international laws that protect children, vulnerable adults, and basic human rights of all. SOK is committed to a policy of “zero tolerance for sexual exploitation, abuse, and harassment (SEAH) SOK is committed to “zero tolerance to fraud/corruption” and expects anyone who works for SOK to uphold the protection and safeguarding of our service recipients as a priority.