Finance & Admin Officer Job in Nairobi, Kenya 2020
Career Employment Kenya: Finance & Admin Officer Job in Nairobi, Kenya 2020
Job Description: Today Work Kenya

Overall Purpose

The purpose of the Country Finance and Administration Officer is to contribute to financial risk management, and provide
the financial, logistics and administrative support needed for the NorCross
Kenya Somalia country office.
Duties and Responsibilities


  • Coordinate
    the financial and administrative functions of the country office in line
    with Norwegian Red Cross rules and procedures.
  • Support,
    as necessary, Host National Societies’ capacity building as required on
    financial management matters pertaining to operations and finance risk
  • Prepare
    the NFO budget in coordination with relevant Field Office staff.
  • Review
    programme budgets as prepared by the Country Manager and Country Programme
    Officer and ensure they are in line with NorCross budget policies.
  • Perform
    budget analysis as and when required.
  • Working
    with the regional finance team, assist in coordinating the Kenya Somalia
    budget development and revision process.
  • Daily
    accounting for the NorCross Field Office in compliance with NorCross
    Operational Manual, including the Finance and Accounting Manual (FAM) and
    the Regulations for Financial Control.
  • Prepare
    and present monthly financial reports to the Country Representative/the
    Field Office management.
  • Check
    that IFRC and KRCS supplementary services invoices agree with supporting
    documentation, and file relevant correspondence herewith.
  • For
    Field Offices also doing accounting for other Field Offices: Receive and
    control monthly expenditure overview, and supporting documents before
    posting this into Agresso.
  • Filing
    of documents according to guidelines in the Operational Manual/Finance and
    Accounting Manual.
  • Prepare
    monthly reconciliations of balance accounts related to the Office. Ensure
    that the reconciliations are checked and signed by the Country Programme
    Manager and sent to HQ.
  • Provide
    details of budget vs. actual expenditure to Country Programme Manager as
    and when required and give advice on financial matters to make appropriate
  • Ensure
    that the accounting is done in compliance with the relevant back-donor
    requirements on financial issues/financial management.
  • Ensure
    that the accounting is done according to deadlines set by HQ. Together
    with the Country Programme Manager ensure control of the overall finance
    and accounting tasks at the NorCross Field Office. Inform HQ on any delays
    and/or changes.
  • Highlight
    any identified compliance matters to the Country Programme Manager and the
  • Prepare
    financial statements for interim and annual audit in line with the annual
    Audit Engagement Instructions from external auditor.
  • Coordinate
    the interim and annual audit of all programmes accounted for via the Field
  • Support
    the Country Programme Manager in the implementation of internal and
    external audit recommendations (in accordance with the Field Office Plan
    of Action based on the Annual Management Letter).
  • Communicate
    with auditors and national society to resolve any further issues of
    regional office and HQ on matters relating to audit.
  • Communicate
    with Regional Office and HQ and obtain approval on the final Audit
  • Ensure
    that all project expenditure authorization process is as per approved
  • Ensure
    that all procurements are in line with Norcross policy and procedures at
    the point of clearing the payments.
  • Review
    and analyze the monthly financial analysis report prepared and take
    appropriate measures to clear issues of concern raised by country
    managers/Case holders.
  • Responsible
    for the review of the NS returns, provide feedback where necessary to both
    country manager and the NS in the areas of concerns.
  • Perform
    delegated responsibilities on all financial matters to ensure that
    internal control is in line and effective as required.
  • Perform
    mid-year expenditure review against approved budgets.
  • Monitor
    cash flow and keep Country Representative informed on liquidity.
  • Check
    that invoices are in accordance with goods/services delivered and set
    conditions, and agree with supporting documentation (price quote, purchase
    order, goods received note etc.)
  • Under
    direction from NorCross Representative, quality assure, advise and support
    on budgeting and financial reporting from partners. Monitor and follow-up
    of finance/admin related issues.
  • Ensure
    that programme advances to the NS are controlled and cleared with
    acceptable documentation and vouchers.
  • Work
    closely with the National Societies/country finance officers to ensure
    timely and quality reporting of advances
  • If
    required, provide support to the Regional Finance Manager in rolling out
    the new financial working modality within the supported NSs.
  • Assist
    National society in preparation of Quarterly cash request and utilization
    report, review the same and submit it to HQ.
  • Monthly
    spot check of NS for occurrence of expenses, expenses are in accordance
    with budget and POA, validity of monthly reconciliations and outstanding
  • Assist
    the NorCross Country Programme Manager to ensure that NorCross Procurement
    guidelines, and if relevant further donor requirements, are adhered to
    (for procurement of goods and services) and alert Country Programme
    Manager / RO /HQ if this is not the case. Consult HQ logistics team when
  • Update
    the inventory list for the Field Office plus NorCross residence every time
    there is a change, at least twice annually. Make sure that every item is
    properly tagged.
  • Maintain
    and update the Office Specific Information form for the Field Office.
  • Make
    travel arrangements including tickets, visas, hotel bookings, office
    correspondences, minor purchases for Field Office staff and visitors.
  • If
    relevant, sit in/advise the Procurement Committee on major procurements in
    line with NorCross’s Procurement Guidelines and donor requirements.
  • Liaise
    with IFRC/HNS for HR, Admin and Logistics/Fleet related matters.
  • Responsible
    for collection of time sheets from national staff of NorCross and forward
    it to the IFRC HR for payroll
  • Prepare
    NorCross national staff finance payroll sheet and bank transfer letter
    after review.
  • Conduct
    a financial review of hiring request for NorCross national staff and ToR’s
    from the requesting department, confirm budget availability and the list
    of people for the panel interview.

  • Prepare
    payments and ensure necessary signatures/approvals.
  • Administer
    the petty cash according to NorCross’s procedures.
  • Prepare
    monthly petty cash reconciliations for sign off by the Country Programme

  • Develop
    capacity of the finance team of National society district though
    continuous monitoring and feedback on finance related queries.
  • Perform
    other relevant duties as assigned.
  • Maintain
    and ensure efficient communication and coordination with the Country
    Programme Manager, the Regional Finance Manager, the Programme Finance
    Coordinator, the Accounting Unit and others, at the National Office on
    financial, administrative, logistic and HR issues.
  • Cooperate
    with finance and admin personnel in other parts of the RCM in the country
    in order to minimize financial risk.
  • Professional
    qualification in accounting (Chartered accountant, CPA or equivalent)
  • A
    relevant degree in Accounting/Business
    Administration/Commerce/Economics/Business Studies – accounting option (or
  • At
    least two years’ working experience in a humanitarian organization in a
    similar role or an international accounting/audit firm would be an added
  • Advanced
    knowledge of accounting concepts, financial management and use of
    reporting applications (e.g. Agresso and Advanced use of excel)
  • Advanced
    skills in computer productivity applications (Word, Excel, PowerPoint and
  • Understanding
    of internal control and treasury management concepts
  • Ability
    to analyze financial transactions.
  • Proven
    ability to engage discretely and tactfully with internal and external
Interested candidates who meet the above qualifications
should apply strictly through so as to reach us not later than 11th April

Only shortlisted candidates will be contacted.