Administrative and Finance Officer

The Academy for Education Development is in search of an Administrative and Finance Officer to be based in Kisumu, Kenya (50 Km from Sagam).......


Academy for Education Development (AED): Speak for the Child
Improving Care for Orphans and Vulnerable Children in Kenya

Position: Administrative and Finance Officer (full-time appointment based in Kisumu, Kenya)

Period of work: September 1, 2005-March 31, 2006 (renewable pending funding)

Backstops: TBN Chief of Party, Sarah Dastur, and Diane Lusk

Background:
Speak for the Child (SFC) (link) supports families and communities in western Kenya to improve the health, nutrition, and psychosocial care of young children orphaned and affected by HIV/AIDS; the program currently serves over 6,150 orphans and vulnerable children (OVC) in the Western and Nyanza Provinces. SFC works with experienced community based organizations (CBOs) with extensive outreach to OVC to serve as key partners in the delivery of services and support to children.
Through field-tested, intensive and ongoing training and monitoring, SFC insures that a comprehensive, multi-sectoral program of orphan care is delivered and CBO capacity to administer, implement and monitor the program is strengthened. SFC works with CBOs to:
- Recruit and train household mentors in the SFC home visiting activity in which mentors counsel caregivers on improving their children’s health, nutrition, and emotional well-being
- Collaborate with local Ministry of Education officials in order to cover preschool fees and monitor preschool and primary school attendance
- Collaborate with local Ministry of Health officials in order to provide immunizations, and anti-malarial, acute respiratory illness, and de-worming medications
Ensure that children have blankets and insecticide-treated bednets and that households have water purification products, soap, seeds and fertilizer, and emergency food, when needed

TERMS OF REFERENCE:

The Officer facilitates the efficient and effective administrative/financial operation of Speak for the Child. He/she ensures compliance with AED Human Resources/Benefits, Accounting, and Contracts policies and procedures and USAID regulations. The Administrative and Finance Officer supports the work of the Director and Area Coordinators as well as the Data Entry Assistant as needed.

SPECIFIC TASKS:

a) Administration/Finances
1. Maintain contractual, financial, procurement, and human resources/benefits files for AED/Kisumu office
2. Coordinate local procurement, obtain and evaluate vendor quotes, and document procurement decisions
3. Prepare and maintain monthly Quickbooks/imprest reports for the recording, documenting, and reporting of all project financial transactions, including deposits, disbursements and receipts
4. Submit monthly Quickbooks/imprest reports, bank reconciliation statements, and financial reports to AED home office once signed and approved by the local project director
5. Regularly update bank books for AED
6. Prepare payment vouchers for payroll, benefits, office expenditures, consultant fees, expenses, and prepare checks for approval and signature by local project director for AED. Ensure that all check and cash payments are supported by documentation, approved by the local project director and that all goods and services paid for are received
7. Handle petty cash and make payments upon proper authorization
8. Maintain inventory of non-expendable equipment and submit yearly non expendable equipment report
9. Maintain equipment and facilities
10. Provide information to AED home office and local project director concerning payments, required documentation and other financial records and reporting aspects of the project
11. Manage financial planning and projections and prepare monthly budgets
12. Maintain cost-share recording system
13. Do a cost-benefit analysis for some administrative/finance decisions
14. Maintain electronic and hard copy filing system
15. Perform other administrative/finance duties as prescribed by TBN Chief of Party, Sarah Dastur, and/or Diane Lusk

b) Assist with all program goals
1. Support program activities by researching needed information
2. Assist in logistics for travel, equipment, and supplies
3. Ensure clear and accessible record keeping of all activities and expenses
4. Ensure good communication within and outside the project. Represent the project and its goals to callers, writers, and visitors from the community, NGOs, and CBOs as needed
5. Coordinate schedules, meetings, vehicle use and supplies as needed

c) Collaborate with AED colleagues
Collaborate with AED colleagues as needed or requested to meet reporting requirements, develop proposals, address management needs, design products, or respond to funders

QUALIFICATIONS:
· 1 year experience in finance and administration
· 1 year minimum experience with Quickbooks software
· Demonstrated proficiency in Quickbooks and Excel software
· Excellent command of the English language
· Excellent oral and written communication skills
· Willingness to function as part of the AED/Kisumu team and take direction and initiative
· Eagerness to support SFC Area Coordinators and facilitate smooth implementation of field activities
· Bachelor’s degree in Finance/Accounting
· General knowledge of and interest in the field of HIV/AIDS and care for young children

If interested, please contact Fred Agak (agak.fred@cnc-corp.com)

For more information on AED, click here.