Overall Purpose

Kenya Red Cross Society (KRCS) is a strong National Society, in Africa with a strong vision, leadership and competent and qualified staff. KRCS has developed a strong image and is generally considered one of the strongest humanitarian organizations with a national outlook in Kenya keen on growth and a key driver in developing and experimenting with new areas and approaches. Danish Red Cross (DRC) has worked closely with KRCS since 2002. Since 2017, DRC’s key focus has been building a framework for urban resilience in informal settlements in and around Nairobi and Mombasa urban cities. DRC also supports KRCS’s pursuit of mainstreaming innovation and MHPSS in its programming. In 2021, DRC developed a Country Strategy for Kenya that guides partnership and portfolio development for DRC in Kenya. The DRC country vision for Kenya is that communities are resilient and empowered to engage and contribute to sustainable and inclusive social and economic development. DRC’s yearly budget in Kenya is approximately 10 million DKK, mainly coming from the Danish Ministry of Foreign Affairs, Novo Nordisk and Twinning funds from Danish local branches. The current team in Kenya counts a Country Manager, three Programme Managers, a finance officer and a driver. The Finance and Administrative assistant will provide administration, Human Resources, logistics and finance support to DRC Kenya Office, with a particular focus on supporting the Country Finance Officer in the effective and timely financial management of DRC-supported programmes in Kenya as well as the efficient running of the DRC office in Kenya. He/she will be part of the Kenya Country Office team and will report to the DRC Country Manager (Line Manager), while also maintaining a technical and supervisory reporting line to the Country Finance Officer and Head of International Finance.

Duties and Responsibilities

Financial Management

• Processing the booking of all entries into the accounting system.
• Ensure monthly reporting of country office accounts including reconciliations for petty cash, bank, and intercompany account
• Maintain financial records/documentation and an appropriate and efficient financial filing system according to the filing system/guidelines
• Process Country Office payments
• Support annual audits of Country Office Accounts
• Maintain the CO asset register
• Support the preparation and monitoring of CO Master Budget through a monthly or quarterly budget monitoring/reporting process
• Prepare the quarterly consolidated financial program reports
• Support in quality control of cash requests and quarterly financial statements submitted by partners through the responsible delegates and other staff
• Support in the development of (and adjustments to) financial budgets and reports
• Ensure correct posting of transactions booked to programs
• Advise on program financial and administrative systems and procedures including on corruption, fraud, or misuse of funds
• Periodically undertake field visits to provide on-site support and financial management capacity development
• Support the CFO in close coordination with the Regional Office, HQ and Country Team, the compliant completion/closure of projects, including but not limited to, financial reporting, final external audit, updating of the country project and program portfolio overviews and the recording in the accounting system
• Undertake on a quarterly basis spot checks on the KRCS transactions incurred during the reporting period.

Administrative, HR, Procurement and Logistics tasks

• Ensure administrative procedures in the Country Office are up to date, including the financial filing system, vehicle log systems, staff leave among others.
• Provide office staff with relevant Administrative and HR tasks support including procurement, organizing meetings and workshops, mission order filling, travel requests support and welcoming and supporting settling in of DRC visitors.

Desired Skills and competencies

• Professional/academic qualification in finance or accounting (min. degree in business studies)
• Professional qualification in finance or accounting (ICPAK)
• Relevant experience of minimum 3 years in finance management and administration
• Experience in preparing budgets, financial reports, and monitoring of budgets
• Those with audit experience will have an added advantage
• Strong communication skills, both written and verbal
• Full proficiency in Microsoft Office and Advanced proficiency in Excel

Desired attributes

• Flexible and adaptable to changing working conditions.
• Structured, very organized and good at planning
• Intercultural competencies, open-mindedness, and patience
• Able to work well in a team.
• High degree of integrity, proactive and discretion in personal conduct
• Self-motivated, with good judgment and initiative
• Able to prioritize tasks and meet deadlines
• Communication, coordination, networking, and facilitation skills