(A) FINANCE AND ADMINISTRATION MANAGER (1 Post for Kenyan Nationals)
The position is open to Kenyan nationals. The Finance and Administration Manager (FAM) will report to the Team Leader of the EU-funded Technical Assistance Project Europe Aid/140104/DH/SER/KE, unless the Team Leader issues different instructions to the incumbent regarding reporting and supervision.
Main Responsibilities:
● Support the management of the programme (Imprest Administrator, Imprest Accounting Officer and Team Leader) in the implementation of the EU funded PLEAD Programme (the Programme), with a particular view to ensuring compliance with the 11th EDF financial procedures, by fulfilling the following duties:
● Support programme management in the budgeting and budget control of PMFU expenditures under the Programme Estimate;
● Set up and maintain, under the responsibility of Imprest Administrator and Imprest Accounting Officer, a financial system, which includes the development of a financial and administrative rules and procedures manual for the PMFU (Finance Manual);
● Support the Imprest Accounting Officer in managing and reconciling bank account(s), monthly and quarterly statements;
● Facilitate any audits required of the programme;
● In his/her administrative capacity, ensure that PMFU procurement is undertaken following either 11th EDF procedures, or the programme’s Finance Manual, and present monthly and quarterly procurement reports to the Team Leader;
● Verifying liquidations from implementing institutions, ensuring expenditure is in accordance with EDF procedures;
● Verifying the contractual and financial details of each invoice, payment request and interim or final itemised statement of account submitted to the administrator;
● Preparing and drawing up requests for payment of the initial allocation (advance/pre-financing) for replenishment and for closure;
● Preparation of interim and full financial reports with strict deadlines;
● Ensure that a Project Inventory is regularly updated and maintained;
● Execute any other assignment with finance aspects that the Imprest Administrator; Imprest Accounting Officer and/or Team Leader may deem necessary.
Education, Qualifications and Experience
● An academic degree in Accounting or Finance;
● A Master’s degree in Accounting or Finance or related field would be a distinct advantage;
● At least seven years of experience in accounting, with proven track record in handling budgets and accounting transactions;
● Knowledge of computerized accounting systems;
● A good level of communication skills both spoken and written English;
● Knowledge and practical experience in European Development Fund (EDF) procedures would be a distinct advantage.
(B) PROGRAMME SUPPORT OFFICER (1 Post for Kenyan Nationals)
This position is open to Kenyan nationals. The Programme Support Officer (PSO) will report directly to the Team Leader of the EU-funded Technical Assistance Project EuropeAid/140104/DH/SER/KE, unless the Team Leader issues different instructions to the incumbent regarding reporting and supervision. The PSO is responsible for assisting in the operation of the programme´s management.
Main responsibilities:
● Appraise individual activity proposals submitted for funding by the implementing institution;
● Coordinate, supervise and ensure the timely implementation of the activities of the programme and ensure the delivery on time of all project results;
● Provide overall secretariat services to the Programme Steering Committee meetings; including logistical arrangements, minute taking and timely dissemination of minutes;
● Keep up-to-date records of all programme documentation, both in printed and electronic formats, and manage their archives;
● Serve as focal point for communication for project participants, staff assigned duties in the field, temporary experts and third parties;
● Assess through day-to-day communications with the persons taking part in the programme their knowledge gaps in respect of project management and reporting;
● Monitor programme activities and progress towards achieving the programme outputs and outcomes and inform the Team Leader each time a difficulty arises;
● Drafting semi-annual and annual reports for the programme;
● Assist in organising meetings and programme events, prepare the distribution of materials and produce the corresponding minutes;
● Coordinate programme visibility activities;
● Execute PMFU procurement following 11th EDF guidelines and the programme financial and administrative guidelines under the direction of the FAM;
● Perform any other duties relevant to the programme as requested by the Team Leader.
Qualifications and Experience
● Degree in Law, Economics, Social Science, Business Administration, Public Administration, Development Studies, Project Management or other related field;
● At least 5 years experience in programme/project development and management;
● Demonstrable experience in participatory project planning, appraisal of activity proposals;
● Knowledge and practical experience in budgeting of project activities;
● Team player and facilitator with ability to maintain cooperative working relations with project’s implementing partners and varied stakeholders;
● Should have excellent inter-personal, and communication skills;
● Excellent computer skills, especially word processing and spreadsheets;
● Ability to work under stressful conditions and manage multiple tasks;
● Knowledge and practical experience in European Development Fund (EDF) procedures would be an added advantage.
(C) OFFICE MANAGER (1 Post for Kenyan Nationals)
The position is open to Kenyan nationals. The Office Manager (OM) reports directly to the Team Leader of the EU-funded Technical Assistance Project EuropeAid/140104/DH/SER/KE, unless the Team Leader issues different instructions to the incumbent regarding reporting and supervision. The OM will perform secretarial and office administration duties in support to the core operations of the project.
Main Responsibilities:
● Supervision of the duties of driver /office assistant;
● Provide day-to-day secretarial and administrative support to PMFU staff;
● Draft routine correspondence;
● Staff the front desk, receive and guide visitors, distribute phone calls as necessary;
● Set up and maintain the PMFU filing system;
● Coordinate with the PSO, the PMFU team meetings, prepare and distribute minutes;
● Provide support to the PM to coordinate Programme Steering Committee meetings;
● Manage Service Agreements for computer and software maintenance, copier etc;
● Manage and control office supplies including placing orders and ensuring timely deliveries;
● Set up and maintain a programme assets register and office inventory;
● Manage the PMFU petty cash, fuel accounts, including the timely replenishment of the same;
● Make payments and record programme expenditures, ensuring that each transaction is accompanied by the necessary supporting documents and that these are properly filed;
● Record and process data in the petty cash books and accounting system;
● Produce and keep payment vouchers in original form and duplicates, and prepare the corresponding cheques;
● Assisting to maintain a computerized financial management system for all Programme expenditures and in hard copy in orderly and timely manner for audit purpose;
● Assist in the preparation of interim and full financial reports with strict deadlines;
● Manage office/kitchen consumables;
● Provide tea/coffee-making services to PMFU staff/visitors/guests and advise the PMFU Office Manager regarding relevant supplies to be procured;
● Execute any other reasonable duties as assigned by the Finance and Administration Manager and/or the Team Leader, the Imprest Administrator and/or the Imprest Accounting Officer.
Qualifications and Experience
● Degree in Administration, Law or any related field would be a distinct advantage;
● At least three years experience in a similar position;
● Knowledge of modern office practices, procedures and equipment;
● Ability to maintain and keep records;
● Experience in secretarial duties;
● A good level of communication skills in both spoken and written English;
● Excellent computer skills, especially word processing and spreadsheets;
● Good interpersonal skills.
(D) DRIVER/OFFICE ASSISTANT (1 Post for Kenyan Nationals)
The position is open to Kenyan nationals with a valid driver’s license. The Driver/Office Assistant will report to the Team Leader of the EU-funded Technical Assistance Project EuropeAid/140104/DH/SER/KE, unless the Team Leader issues different instructions to the incumbent regarding reporting and supervision.
Main Responsibilities:
● Drive the programme vehicle and ensure safety of passengers;
● Conduct daily checks to ensure that the project vehicle is kept in good running condition, clean and report any damage, accidents or malfunction to management in order to facilitate necessary maintenance and repairs;
● Execute regular checks on the availability of emergency tools, first aid box, etc;
● Ensure the safety and security of the vehicle at all times and particularly on field trips, and safety of the persons and/or equipment therein;
● Ensures that licenses (including the drivers’ license), insurances, etc. are always up to date and inform the OM accordingly;
● Maintain vehicle log book and keep them up to date at all times, while monitoring fuel-consumption, mileage, services, repairs and parts replacement in order to facilitate overall monitoring of all project vehicle usage;
● Make deliveries as requested by the Finance and Administration Manager and/or the Team Leader, the Imprest Administrator and/or the Imprest Accounting Officer;
● Perform any other reasonable duties as assigned by the Team Leader;
● Support the day-to-day administrative operations of the PMFU;
● Assist in cleaning and maintaining the office premises to ensure a good working environment;
● Provide photocopying/duplication/binding/filing/scanning/faxing services in support of PMFU core operations and advise the PMFU Office Manager regarding the condition/maintenance of basic office equipment;
● Delivery of project mail and running project errands;
● Ensuring the safe and secure locking of all project equipment/offices on a daily basis.
Qualifications and Experience
● Minimum KCSE or its equivalent;
● A clean driving license (Class BCE) plus a defensive driving certificate;
● At least seven years experience in a similar position;
● Good communication skills.
APPLICATION PROCEDURES
Applicants should send in their applications along with detailed curriculum vitae, copies of academic certificates and three traceable referees. Deadline for receiving applications is 30 April 2020. Only short listed applicants will be acknowledged. Applications with reference number should be sent to: [email protected] & kindly ensure it’s copied to [email protected]
The Department of Justice is an equal opportunity employer and encourages applications from women.
