Position: Finance & Administration Coordinator-Projects

Published · Updated

Background:

The Government of Kenya has engaged the GDI Consortium (comprised of Village Enterprise, GDI and the
BOMA Project) to support the implementation of the KSEIP – Economic Inclusion Program. The goal is to ensure that selected program participants from this Sub-County benefit in among the following ways: participant households

  • are linked with programs and services that enable them to graduate from extreme poverty;
  • establish a sustainable livelihood that can provide support when they face socio-economic shocks;
  • build on skills, knowledge, and aptitudes to navigate the market;
  • have strong social connections; and v) are active members of a Village Savings and Loan
    Association (VSLAs).

Organization Overview:

Village Enterprise’s mission is to end extreme poverty in rural Africa through entrepreneurship and innovation. Village Enterprise targets the poor, provides business training, seed capital/start-up funds, and on-going mentoring to over 10,000 new entrepreneurs to start 3,000 enterprises each year. Since its inception in 1987, Village
Enterprise has started over 40,000 micro-enterprises.

Position Overview:

Village Enterprise seeks a Finance & Administration Coordinator-Projects who will provide general coordination of Finance & Administrative function of the Core Program or the Projects’ assigned by ensuring that excellent financial practice which conforms to internal controls and policies are in place and adhered to.
This is a full-time position based in Kitale with frequent travels/coordination of Finance and Administration activities in Murang’a, Makueni, Taita Taveta, Kisumu, Isiolo and Marsabit.

Duties & Responsibilities
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 facilitation and workshops
  •  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, etc.)
  • 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

Preferred Qualifications and Competencies

  • Bachelor’s degree in Commerce (BCOM) or Business Administration-Accounting or Finance.
  • Minimum of at least five (5) years of accounting experience in a similar capacity working with an NGO or
    donor funded projects.
  • Holder of Professional Accountancy Qualifications (CPAK/ACCA).
  • Possess a high degree of integrity, and a strong commitment to VE’s mission and values.
  • Demonstrate strong inter-personal skills and the ability to transfer knowledge and visit project sites.
  • Hands on experience on application of Microsoft Office, (Word, Excel, and PowerPoint); working knowledge
    of Netsuite accounting software preferred.
  • Excellent verbal and written communications skills

Submission Guidelines
Interested candidates who meet the desired qualification are encouraged to email their Cover Letter and CV including 3 referees and the salary expectation to: kenyajobs@villageenterprise.org addressed to ‘The Recruitment
Coordinator’.
The subject line of your application should be clearly marked: Finance & Administration Coordinator-Projects.
Applications must be received by 13th September 2021. Please note that late applications will note be considered
While we thank all applicants for expressing interest in the role, only shortlisted candidates will be contacted
Village Enterprise is an Equal Opportunity Employer

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