Finance and Administration Officer

World Vision International

Key Responsibilities:

Financial reporting and reviews of payments ensuring accuracy in data entry: financial source documents, Labour Distribution Reports, payroll allocations, Voucher interface transactions, expense reports, invoices are compliant with coding system, correct, timely and budgeted for in accordance with Support Office requirements and as per approved budget lines

• Complete the coding of financial transactions in SunSystems everyday of receiving the necessary documentation.
• Strict Adherence to the chart of accounts in coding of transactions and maintain them to reflect organizational and donor-specific requirements.
• Reduce manual errors through the effective use of Systems.
• Ensure all transactions coded in SunSystems are reconciled with supporting documents and bank statements monthly, with no unresolved discrepancies.
• Ensure timely monthly payment of suppliers.
• Ensure all invoices are submitted through the Provision system within 1 business days of receiving the required documentation with minimal rejections or corrections

Fleet Management & Administration : Improving fleet management by keeping a roadworthy fleet, timely serviced, well maintained, well insured, before they are despatched and licensed -coordinating with project managers to ensure the limited fleet is adequately shared among all projects.

• Coordinate the travel planning process between users and administration department and implement appropriate allocation of available fleet, enforcing established motor vehicle movement protocols.
• Tracking of vehicles for safety of fleet, passengers and property of World Vision, management of Vehicle Log books and Mileages and Overseeing the operations of hired vehicles. Ensuring fuel security and accountability and ensuring zero tolerance to fuel abuse at all times.

• Manage the conduct of WV drivers and contracted drivers including driving times, speed, road behavior, customer care and coordinate training of drivers in consultation with security focal person

Fuel Management

• liaising with procurement to ensure framework Agreements for fuel are well managed, review of fuel requests for fleet to ensure appropriate utilization.
• Perform monthly inspection of motor vehicles and follow-up identified areas of concern for correction.
• Prepare and implement periodic service and maintenance plans for WV vehicles
• Responsible for all standard equipment required for the journey are on board and in a working condition.
• Management of 3rd party Insurance stickers and timely replacing of the expired stickers for World Vision fleet.
• Preparation of fleet reports; Monthly fuel and fleet usage, motor vehicle service schedule reports for both internal and external decision making.
• Vehicle Disposal; coordinating the assessment of fleet for disposal and administering the disposal process with support from the procurement and Administration Manager.
• Arrange and schedule for disposal of used tires whenever it becomes necessary in line with World Vision policy.

Office, air Travel and Accommodation Management: Ensure effective, customer-focused air travel and accommodation function

• Coordinate and facilitate flights, VISAs, accommodation booking for visitors and staff in and out of the Zone
• Reception of visitors per expected office standards; Ensure good image of WVS through the quality of reception and cleanliness of office and accommodation booking.
• Facilitate the processing of work permits in collaboration with P&C and operations.
• Receive, log and distribute all incoming local/International correspondence (parcel, deliveries, etc.); Collect administration documents, dispatch and track to Nairobi and other zones as needed;
• Maintain a well-organized filing and documentation system;
• Prepare relevant monthly administration reports covering office, team house and flights administration.
• Identify existing processes and procedures and lead efforts to plan, implement and monitor improvements.

Ensure that facilities are well maintained and security kept tight throughout the year, e nsure practical and comfortable office:

• Facilitate the proper planning and approval from the authorities for construction or lease of any asset, i.e. land, buildings, water point, etc.
• Ensure proper records are maintained to document WV s ownership or title of lands or buildings where applicable.
• Design and implement a maintenance regime for offices and warehouse
• Enforce compliance with, fire, Health and Safety regulations and ensure office is a safe environment for all.
• Monthly real estate management report shared with administration manager and the APM
• Manage a team of support staff, ensuring office supplies are in place; Plan office supplies requirements and facilitate the purchase of these goods in a timely manner.

Staff Management, Facilities Management and Capacity Building.

• Provide leadership to the Zonal based administration staff, ensuring competent and motivated teams are hired and retained for efficient delivery of services.
• Ensure professional development of Zonal based administration staff through orientation, on-the-job coaching, and mentoring, identification of training needs, and succession planning.
• Ensure WV administration policies and procedures are understood and adhered to by staff.
• Ensure effective people management systems are in place, monitored, and in-use;
• Implement existing performance management mechanisms, ensuring good participation and quality results to promote staff engagement and a culture of excellence;
• Ensure staff grievances and disciplinary action are addressed in a timely manner in alignment with WV policy;
• Educate staff, stakeholders and community members on financial management, internal controls, WV policies and stock management in the field.
• Ensure effective collaboration with service providers, raising requisitions on time and payments are processed according to agreed contract terms.
• Ensure we have valid contracts with all our service providers
• Ensure staff airtime is processed on time on a monthly basis