Finance / Admin Officer

Functionally Responsible To: Ass. Compliance Finance Manager

Technically Responsible To: Finance Manager

Working With: Merlin Management and Staff; Externally with Bankers

Location: Lodwar, Turkana District

Overall Objective of the Position

The overall objective of the position is to ensure the smooth implementation of administrative and finance procedures within the Merlin Turkana programme.

Main duties of the Finance / Admin Officer

Finance

• Keeping the cashbook up to date at all times with records of all expenditure and verifying the same with regular cash counts.
• Responsible for all account transactions and withdrawals into the cash box. Ensure that the cash box is kept in a discrete and safe place at all times (preferably in the safe)
• Ensure enough cash is transferred to cover weekly transactions, cash box is kept in a discrete and safe place at all times & carry out spot cash counts to ensure the balance on the books is exactly equal to the cash in the tin.
• Do the bank reconciliations of all bank accounts
• Providing the Finance Manager (Regional Office) with complete and verified accounts at each month is computerized form and with original receipt and cash counts
• Prepare monthly forecasts and submit it to the Nairobi office
• Processing petty cash and travel advances for the programme
• Ensuring that the project Co-ordinator and contracted expatriate visitors receive per diem allowances as contracted and the kitty money advanced t the housekeeper as required.
• Paying all locally recruited staff and medical consultants at each month and to send the necessary information to the Regional Finance office to allow both payments of taxes and reimbursements of donor funds for such staff.
• Ensuring that the conditions of the compound lease are adhered to in the strictest manner and that privacy of the team is respected.
• Ensuring that all bills for electricity and telephones and suppliers are paid in timely manner and filed clearly and ensure that telephone logs are completed for any telephone call made and duly reimbursed by the relevant callers for personal calls.
• Transacting Bank activities on behalf of Merlin Turkana Project.
• Responsible for collecting the Bank statements at the end of the month and to do the bank reconciliations of all bank accounts.
• Providing the Finance Officer (Nairobi office) with complete and verified accounts at each month end in computerised form and with original receipts and cash counts.
• Responsible for collection and settlement of all working advances given and reconcile regularly.

HR/Administration

• Responsible for the overall running of the office and guesthouse and ensure that systems are clear and in place for the benefit of the whole team.
• Overall responsibility for ensuring each person fulfils their individual roles according to their job descriptions and that the line management is clear to the whole team.
• Ensure all flight bookings for Merlin staff are done on time and reconfirmation done
• Ensuring all personal records (personal files, medical cards, NHIF card, job descriptions, timesheets are maintained properly.
• Keeping all file lists updated each month end and documentation for all contracted staff and all medical consultants and send copies of the same to the regional office.
• Ensure HR issues with any programme staff are addressed and referred to the Project Co-ordinator as required.
• Facilitation of registration of legal documents (NSSF, NHIF)
• Keeping records of all staff advances leave days, sick days and contract expiry dates and keep within the condition of the contracts.
• Ensure all organization visitors are booked in appropriate hotels and arrangements made for their transport
• Manage phone calls by keeping accurate records of the same and ensure that private calls are paid accordingly.
• Maintain confidentiality and security as regards Human Resources and the programme finances
• Working at all times to ensure the smooth running of the programme and the comfort and support of the staff. Co-operate at all times with the Regional Office team and to seek advice from them as necessary

Job and Person Specifications

• Have a Bachelor's of Commerce degree in Accounts from a recognized institution;
• A post graduate training in human resource management, business administration, public relations or fleet management would be an added advantage;
• Have a minimum of four (4) years experience in a related field from a large and reputable organization
• Have excellent managerial and leadership skills;
• Have outstanding oral and written communication skills;
• Be computer literate;

Applications should be sent to the address below on or before 27.04.2011

Merlin Kenya / Somalia Programme.
P.O. Box 3350 – 00200,
Nairobi

Or via e- mail to: recruitment@merlin-eastafrica.org