Overview

Finance & Operations Associate

Specific Responsibilities

Financial Management Support

Preparation of payment vouchers after validation of the underlying documents
Ensure that cheques are properly delivered, and receipts are filed
Updating the cashbooks and carrying out monthly bank reconciliations
Recording all transactions and updating on QuickBooks
Filing monthly statutory returns such as PAYE, NSSF, NHIF etc
Establishing the cash requirements for the office and ensure timely accounting and replenishment of petty cash. Prepare the petty cash vouchers and ensure the supporting documents are complete.
Ensuring that all accounts records are filed in an orderly manner.
Assisting in the production of the monthly accounts.
Logistical support for travel, visa applications, participation, and various bookings for our convenings and staff retreats.
Managing the purchase, distribution, use and repairs of all office equipment e.g., computers, printer/scanner, fittings etc.
Maintaining and managing a suitable stock of office stationery.
Updating the fixed assets register & office equipment list and ensure safe use/custody. Ensure all our equipment and the car is insured
Working with IT service providers ensuring that all computers have appropriate software, back-ups, and antivirus and so on.
Overseeing all administrative filing and records, and archiving
Providing support to the office in all administrative matters
Managing the Office Assistant
Undertaking any other duties that may be requested by the Director of Finance & Operations.
Providing periodic reports for internal/external communications to the team and other stakeholders.
Assisting the Finance team to prepare finance reports for presentation to the Board, potential donors, for reporting purposes as and when required.
Coordinating with HR to ensure timely preparation of payroll and other staff entitlements;
Co-signatory for payments within set limits.
Carrying out monthly bank reconciliations
Agent to the bank i.e. taking wire instructions and other letters to the bank, cashing cheques and depositing cash refunds;
Maintaining open and fluid communications with all vendors and contractors.
Any other responsibilities as assigned.

Programs and Administrative Support

Provide logistical support for travel, participation at meetings and various bookings for convenings, and staff retreats;
Sourcing office supplies and services;
Monitor the work of the Office Assistant in ensuring the smooth running of the Nairobi office and staff working virtually across the African continent;
Ensure updating of the fixed assets register & office equipment list, and ensure safe use/custody;
Ensure all Fund’s equipment and assets are fully insured at all times.

Financial Operations and Management

Maintenance of documented accounting policies and procedures;
Compute various financial reports in a timely way and in the required format.
Liaise with the external auditors for project audits and institutional audits, and implement audit recommendations
Assist the FOD to forecast cashflow position and available funds for investment activities;
Monitor cash/bank balances for effective reporting.
Ensuring compliance to statutory regulations e.g. NGO returns
Delivering wire instructions to the bank and following up, when required.
Assist the FOD to forecast cashflow position and available funds for investment activities;
Monitor cash/bank balances for effective reporting.
Budgeting

 

Other Responsibilities

Providing periodic reports for internal/external communications to the team and other stakeholders;
Assisting the Finance & Operations Director to prepare finance reports for presentation to the Board as and when required;
Maintaining open and fluid communications with all vendors and contractors;
Any other responsibilities as assigned by the Finance & Operations Director.

Qualifications

Bachelor’s degree in Business Studies/ Accounting or equivalent
CPA (K)

Skills and Experience

4-6 years overall experience and out of which at least 1-3 years experience supervising junior roles.
Budgeting and financial management skills.
Working knowledge of feminist and women’s rights organisations and movements;
An appreciation of gender equality and women’s rights issues, particularly in the African settings;
Ability to interface sensitively with people from various social, economic, political, cultural and religious backgrounds;
Budget and financial management skills-
Familiarity with grantmaking is an added advantage;
Experience working with Salesforce software an added advantage.
Good communication skills
Strong problem solving skills and the ability to exercise sound judgement and make decisions based on accurate and timely analysis
High level of integrity and commitment.
Passionate about UAF-Africa’s mission, committed to teamwork, and achieving results through effective teams.

MODE OF APPLICATION

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About Urgent Action Fund-Africa

Urgent Action Fund-Africa provides rapid response grants and technical support to women’s rights organisations,
women's human rights defenders and activists who identify strategic and time sensitive
opportunities to advance women's rights in Africa.