Finance Assistant - German Red Cross (GRC)

Unit/dept/delegation: Finance Department, German Red Cross (GRC) East Africa Region Office, Nairobi

Reports to: GRC Finance Delegate

Hierarchical Level: GRC Regional Representative

Duty Station: GRC Office Nairobi

Start date: 19th September 2011

Duration of the post: 1 Year

Purpose

To take responsibility for the financial reporting to German Red Cross (GRC) headquarter of a certain number of projects assigned to him/her.

Duties applicable to all staff

• Actively work towards the achievement of the Federation's and GRC goals.
• Abide by and work in accordance with the Red Cross Red Crescent principles.
• Perform any other work related duties and responsibilities that may be assigned by the line manager.

Key Responsibilities

Overall Financial Management

• Follow up of financial reports presented by partners -
• Request them if not in time.
• Screening of documents: accuracy of documents, quality of the invoices, relevance of the expenditure according to approved budget.
• Preparation of comments on financial reports for partners and follow up of feedback.
• Monthly bank reconciliation Partner accounts / GRC
• Entry of data in GRC accounting software
• Preparation of end of month closing: necessary checks up before closing (accounting codes, budget…), print outs and back up.
• Preparation of closing documents to be sent to Berlin.

Administration

• Office administration (as deputy) - Liaise with the facilities assistant/Support service unit to follow up and update on rent and lease contracts, insurance agreements; control and follow up the running costs of the GRC premises: water, power, telephone, stationery and ensure payment is promptly done to avoid disconnection/disruption of services
• Maintain the GRC Nairobi office archive of original accounting documentation in good order, including re-filing/labelling of field returns as required, maintenance of a bank file and other correspondence file, update and maintenance of the archive database system..
  
• Ensure all the accounting documents are properly filed and the files labelled, with emphasis on ensuring the bank file is complete and up to date with statements, reconciliations and correspondences, as well as ensure proper compilation of the monthly main file to ensure all necessary documents are filed.
• Ensure timely booking of all Payments through the Bank and Petty Cash Vouchers in the cashbook
• Assist with processing of transactions, corrections, re-booking and budget preparation in the appropriate accounting software under the direction and supervision of the chief accountant.
• Ensure all documents (i.e. invoices, journals, payment requests etc) received by the GRC are in order for processing and that activity/Project codes are charged correctly
• Assist in communication and enforcement of all financial and administration policies and procedures as well as the improvement of areas identified.
• Maintain a filing system and to ensure proper custody of financial documents vouchers and Bank correspondence.

Field Assistance

• Provide field assistance to (field) partners when required

Other Responsibilities

• Any other tasks as assigned by the GRC finance delegate

Required Qualifications

Education

• At least Diploma, preferably a degree in Business Administration and Finance
• Basic CPA (part 1)

Experience

• 2-3 years experience in financial management and accounting
• Experience in problem identification and solution analysis

Languages

• Fluency in English and Kiswahili (spoken and written)

Skills and Knowledge

• Proficient computer skills (including strong competence in working within a Windows, Word processing, spread sheets, internet/email,)
• Competence in writing narrative and financial reports
• Training / coaching skills
• Broad understanding of Red Cross/Red Crescent activities

Character Qualities

• Motivation for the job.
• Initiative and proactive personality
• Follows directions thoroughly and accurately; sees a task through to completion.
• Self-motivated, works well under limited supervision.
• Team player; shows respect for other staff members in work and interaction.
• Strong communicator; able to keep the Finance Delegate informed about the status of tasks.
• Due to the nature of the GRC work, the employee should be in a position to do any extra work requested by the supervisor.
• She/he must report any irregularity to the Finance Delegate.

Remuneration

• Salary according to IFRC’s scale.

Submission of applications

Applications and CV’s should be submitted by email to zonehr.easternafrica@ifrc.org; to be received not later than 7th September, 2011.

Only email applications will be accepted

Only shortlisted candidates will be contacted