Finance and Administration Assistant - Lodwar, Kenya - GIZ KE

Description

ABOUT THE COMPANY

GIZ, the German Gesellschaft für Internationale Zusammenarbeit GmbH, provides services in the field of international technical cooperation worldwide. In Kenya, it has been active since 1964, and up to now implements programs in a wide variety of areas, including economic development, green energy and water, governance, food security, and peace and security. The German Federal Ministry for Economic Cooperation and Development (BMZ) is GIZ's main commissioning party. However, GIZ as well works closely with the private sector, fostering successful interaction between development policy and foreign trade.

JOB SUMMARY

BACKGROUNDThe regional project "Strengthening IGAD's capacity of IGAD to increase drought resilience in the Horn of Africa" (SCIDA III) is a direct contribution to the implementation of the "Convention on Cross-Border Cooperation" (Niamey Convention) developed by IGAD and adopted by the African Union in 2014 by promoting cross-border cooperation at local, sub-regional, and regional level. The project focuses on the implementation of Article 3 (1) on the socio-economic development of border areas. The project aims at promoting the implementation of the Paris Climate Agreement through measures to adapt to climate change (increasing resilience to climate impacts) and by designing comprehensive risk management interventions plan.The main goal of the regional project is to ensure that the capacities of IGAD in cross-border disaster risk management have been strengthened at regional and local level.The SCIDA III component Kenya aims at strengthening resilience measures of the local and agro-pastoral communities to natural disasters based on the Transhumance Corridor Development Plan developed under the Technical Cooperation Facility within SCIDA III project. At the national level, the political partner is the Ministry of Agriculture and Livestock Development with the executing agencies being National Drought Management Authority (NDMA), Ministry of Agriculture, Pastoral Economy and Fisheries in both Turkana and West Pokot Counties. In addition, the SCIDA III component Kenya works in partnership with the line ministries at the County and State level, other development partners and respective IGAD institutions such as ICPALD and CBDFU.The SCIDA III project is strengthening the capacity of the IGAD secretariat in Djibouti and has implementation activities in Kenya and in Uganda. Additionally, an EU co-funded activity "Peaceful and Resilient Borderlands" is attached to SCIDA III and will have activities in the IGAD clusters of South Omo/Turkana, Borana/Moyale and in the Mandera triangle. It is important that all activities are well coordinated.Within Kenya, the SCIDA III project is being implemented in Loima and Turkana West Sub Counties within Turkana County and Kacheliba and North Pokot Sub Counties within West Pokot County.

RESPONSIBILITIES

A. ResponsibilitiesThe Finance and Administration Assistant is responsible for ensuring a smooth functioning of the accounting system in accordance with GIZ financial management and accounting procedures. The managed programme includes amongst others the following projects with various differentfunding sources e.g. bilateral funds, regional programs as well as special Initiatives:The Finance and Administration Assistant is responsible for:Ensure adherence to GIZ guidelines, where cash/bank management is concerned.Assist in overall smooth and correct functioning of the financial accounting system in the office in line with GIZ standard procedures and in support of the Finance and Administration Assistant.The Finance and Admin Assistant performs the following tasks:FinancePrepare cash and bank vouchers i.e verification, cost category and correctness of vouchers and proper well as booking all voucher using WINPACCS Cash book. Ensuring orderliness and prompt delivery of vouchers to Cluster office and Country office. Responsible for administrative aspects of financial management e.g bank withdrawals and managing daily cash fund (petty cash). Prepares monthly reconciliation of both cash and bank. Response and follow up on monthly error sheets and accounts receivable/liabilityclearance.Ensures the timely calculation of travel claims and submits them for payment or reimbursements to the cluster office. Receives raw MPESA forms from Project officers, checks and confirm correctness of MPESA templates. Filing financial and administration documents in accordance to GIZ filing rulesPerform any other administrative and/or finance duties that may be assigned by the HoF or HoA.Administration:Ensure local procurement of goods and services according to GIZ procurement procedures and thresholds.Assist with in management of local service contracts (rent, electricity, water etc), Coordinating the GIZ guidelines in vehicle management in Lodwar office and any other GIZ supported activities in both Turkana County and West Pokot County.Monthly computation of fuel consumption and reporting on any discrepancies in Lodwar office.Keeps database on suppliers and conducts regular search for alternatives for both Turkana and West Pokot Counties.Assist the project team in providing logistical and administrative support to consultantsand evaluation teams contracted by the project in both Turkana and West Pokot Counties and for Uganda Colleagues & partners coming to Turkana County.Logistical organization of events and workshop bookings in Turkana and West Pokot.Assist in ensuring all inventories are properly labelled in Lodwar office.Coordinating the hand over protocols between the GIZ Field office and cluster office are signed and filedSupport in the organizing of events and field tripsManaging all office suppliesA. Required qualifications, competences and experienceQualificationsA bachelor's degree/diploma in business administration, accounting or equivalentExcellent management, administrative and organisational skillsPrevious experience of work in a similar position in an international organizationGood IT skills, including knowledge of Windows Word and Excel applications Excellent command of written and spoken English & SwahiliPersonal qualities:High level of confidentialityFlexible to take on new tasks and service-mindedAble to work well under pressure and think/plan aheadAble to work well with othersWillingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management Professional experienceAt least 1 year of professional working experience in a similar positionPrevious experience working with GIZ is an added advantageGIZ is an equal opportunity employer.Only shortlisted candidates will be contacted.

REQUIRED SKILLS

Accounting, Bookkeeping, Office supplies management, Logistics planning and management, Meeting preparation

REQUIRED EDUCATION

Bachelor's degree