Accounts, Admin and Grants Assistant

Overall Job Purpose

Perform routine accounting and admin tasks, monitor the flow of all transactions in support of procurement, prepare monthly payroll and statutory returns in compliance with financial policies and procedures.

 Specifically, to grants assistance, monitor national grants compliance by verifying the accuracy of financial records, and support online documentation verification and validation.

At global level, responsible for conducting systematic compliance checks across all grant activities, assists in the preparation and monitoring of the list of grants and provides critical administrative support to programs and teams in relation to grant management.

Reporting to the Country Director

 Essential Duties & Responsibilities

Financial Accounting in support of Global Financial Services

·   Examine payment requests and ensure complete documentation to support payments where delegated.

·   Receive and process all expense claim forms and requests for payments that are not uploaded directly to Global Financial Services

·   Monitor and review outstanding invoices with prompt resolution of queries

·   Prepare and maintain the payroll, effect voluntary deductions and statutory tax returns

·   Prepare monthly payroll reports in consultation with Global Financial Services team

·   Submission tax and statutory returns in accordance with the local legislation

·   Prepare all necessary information in relation to accounting of staff advance

·   Maintain accurate records for the purpose of auditing, and finance reports

·   Maintain safe custody of accounting and physical vouchers that relate to Diakonia

·   Prepare receipts and vouchers to be entered correctly in the accounting system

·   Management of cash receipts and petty cash

·   Assist in preparing for external and institutional audits

 Global and national Grants Compliance Support

·       Support the prepare and roll-out global grants compliance checklists and toolkits

·       Oversee fixIt compliance for all countries and programs including project closures and regular partner monitoring updates

·       Support the preparation and verification of grants lists

·       Provide checklists and support regarding donor requirements

·       At national level, provide Grants Compliance support by being first check of legitimacy and accuracy of partner financial reporting

·       Participate in partner visits as required

·       Support in updating partner information on FixIt

 National Administration, HR and Logistics  

·   Support the logistics, admin, HR and legal arrangements for globally employed staff, hosted by Kenya Country Office.

·   Maintain and manage contractual and support relationships with rental agency for office space on behalf of all departments hosted by the Kenya Country Office.

·   Maintain proper filing system for Human Resources, financial records and all documents as required by local legislation and in accordance with Global Financial Services’ guidance and labour law

·   Prepare procurement requests and processes

·   Manage conferences and meetings through selection of venues, preparing conference materials, keeping participants lists, and ensuring minutes and reports are of high quality.

·   Coordinate all logistics for participants of conference and meetings, including travel and accommodation support, health and safety support and ensuring translation services.

·   Maintain accurate records for the purpose of auditing and financial reporting

 Education, Training & Professional Qualifications

 Job Competencies & Experience