FINANCE & ADMINISTRATIVE ASSISTANT

ORGANIZATION:

The Center for Victims of Torture works toward a future in which torture ceases to exist and its victims have hope for a new life. We are an international nonprofit dedicated to healing survivors of torture. We provide direct care for those who have been tortured, train partners around the world who can prevent and treat torture, and advocate for human rights and an end to torture. We have offices in Ethiopia, Jordan, Iraq, Uganda, Kenya, United State and additional project sites around the world.

POSITION SUMMARY

The Center for Victims of Torture seeks highly talented and dynamic individual for the position of Finance and Administrative Assistant. The Finance and Administrative Assistant is a full-time position to be responsible for the financial management and administrative operations, including procurement, asset management, processing and recording of all financial transactions and financial reporting to donors

Essential functions [but are not limited to]:

Financial management

• Maintain and update cashbook on daily basis and have up-to-date petty cash balance.

• Review and ensure invoices are properly coded with correct dimensions before booking them for payment in the Business Central software AP.

• Assist with grant management tasks as assigned.

• Check petty cash payment requests before payment is made and ensure proper coding and budget availability.

• Assist in managing and reconciling bank/cash and other balance sheet accounts as well as posting payments into in Business Central.

• Timely submission of monthly and annual financial reports; maintenance of proper books of accounts.

• Prepare and send monthly cash forecast to the Country Representative for review for onward submission to HQ.

• Process payroll and ensure timely online filing and payment of statutory. Ensure deductions against payroll PAYE, NHIF, NSSF, HELB and Pension contributions is done as necessary.

• Ensure strict adherenceand compliance to financial control systems, policies and procedures.

• Implement compliance audits, project audits including coordination with auditors. Ensure that accounting, budget and audit controls and systems comply with the legal rules and regulations.

• Ensure efficient payments and disbursements according to approved policy and procedures.

• Perform bank and vendor reconciliations and forward them to supervisor; Monitor all bank deposits and payments to ensure that balances are correct and keeping with transaction reports. Provide timely reports when required**.**

• Monitor budget implementation and expenditures, update the internal program and office expenditure sheet(s), provide monthly reports on the same and communicate to Country Representative for decision making.

• Ensure proper budget tracking from time to time and developing corrective measures on spent budget

• Assist in development of institutional and donor proposal budgets.

• Maintain and have a good understanding of all funder contracts and reporting deadlines, and provide direction as required.

• Prepare donor reports where necessary and ensure their timely submission.

• Ensure that the CVT financial manual procedures and guidelines are followed.

• Ensure Filling of annual returns to the NGO coordination board is done on time.

• Help non-Finance staff to understand the policies and ensure compliance with the same at all times.

  Administrative management

• Develop and maintain an up-to-date register of assets as per CVT policies.

• Manage general CVT insurance policies, including asset, insurance cover.

• Provide oversight on the procurement processes in the organization.

• Maintain inventory of office supplies and manage re-ordering processes.

• Ensure adherence to all procedures and compliance when it comes to procurement of project supplies.

• Support the Country Representative/Operations Manager in maintaining internal controls and compliance in Finance and Administration

• Facilitate logistical arrangements for CVT staff, consultants field visits & donor visits together with implementing partners

• Assist to keep track of all staff leaves.

• Assist to keep track of staff monthly timesheet.

• Assist the Operations Manager to update the staff information on Dayforce.

• Assist in day to day management of the office.

• Attend to meetings as requested by the direct supervisor,

QUALIFICATION AND EXPERIENCE

• Minimums of a Bachelor’s Degree in any of the following Accounts, Finance, Commerce, or related field from a recognized University.
• Relevant professional qualifications (CPA(K), ACCA).
• At least 5 years relevant work experience – 2 of which should have been gained in a busy finance and accounts environment, preferably in the CSO/NGO or private sector.
• Demonstrated experience in costing and cost control; Cash management; Taxation expertise; Financial reporting; Budgeting and budgetary control.
• Advanced excel skills required,
• High level of computer skills and knowledge of databases.
• Excellent oral and written communication skills.
• Citizen of Kenya or have authorization to work in Kenya.

COMPETENCIES: The desirable traits and attributes include:

• A person of high integrity that will model CVT’s core values.
• A strong commitment to the aims, objectives and values of CVT.
• Highly motivated, pro-active individual able to work under minimal supervision.
• Strong analytical, statistical and Problem-solving skills.
• Honest, diligent and trustworthy.
• Ability to prioritize, act on initiative and meet deadlines.
• Reliability and attention to detail.
• Professionalism, strong work ethic, and personal initiative (“a self-starter”).
• Critical and analytical thinking.
• Ability to balance priorities and co-ordinate work effectively in order to meet deadlines and deal with high workloads.
• Willingness and ability to travel in Kenya and regionally as necessary.