International Planned Parenthood Federation Finance and Administration Assistant Jobs in Kenya

International Planned Parenthood Federation Finance and Administration Assistant Jobs in Kenya

The International Planned Parenthood Federation (IPPF) is a global sexual and reproductive health (SRH) service provider and one of the leading advocates for universal access to sexual and reproductive health and rights (SRHR) for all.

IPPF is a worldwide movement of 120 national organizations, referred to as Member Associations, working with and for communities and individuals. These member associations are the leading civil society providers of contraception in 89 of 120 countries.

And in 64 of those 89 countries, IPPF is the only largescale international provider. Collectively, member associations delivered more than 1 billion cumulative services between 2016 and 2022.

Headquartered in Nairobi, Kenya, the overarching goal of IPPF Africa Region (IPPFAR) is to increase access to SRHR services to the most vulnerable youth, men, and women in sub-Saharan Africa. To reach this goal, IPPFAR works with local civil-society organizations, governments, the African Union (AU), regional economic commissions (RECs), the United Nations, among others, to expand political and financial commitments to SRHR in Africa.

IPPFAR tackles the continent’s growing SRH challenges through a network of Member Associations (MAs), strategic partners and volunteers in 42 countries. For more information, please read our 2022 profile (in English and French) here.

Role Purpose:

The position is responsible for working with the Senior Finance Officer and the Head of Corporate Services, in overseeing and ensuring compliances with local legislative and internal financial and administrative policies and processes in accordance with IPPF guidelines and procedures.

Role Deliverables:

Finance-related:

Support the senior finance officer and the head of corporate services, in overseeing and ensuring compliances with local legislative and internal financial policies and processes in accordance with the global finance manual. These will include but not be limited to: processing of expenses/ payments, preparing and paying the payroll dues, maintaining cash controls – including petty cash -, supporting the sub-granting (where needed), maintaining accounts payable and receivables, ensuring timely statutory deductions and remittances, month-end and year end processes, preparing financial statements/ reports, as and where required.

Assist the senior finance office in ensuring stewardship, accountability, and transparency at all levels through the active resourcing and empowerment of the organization and partners and assist in minimizing risk exposure to the organization’s operations.

Enter and facilitate processing payments in a timely and accurate manner, in alignment with the global finance manual: invoices/ bills/ payment demands including payroll, suppliers, expenses and statutory payments. - per diem (cash payments) requests and settlement of travel and workshop advances - all inflows including donations, grants, intercompany receipts, advance returns, etc. - journals relating to advance adjustments, outstanding reconciliation items, payroll posting, etc. o quarterly payment requests ensuring accurate and timely payment to secretariat office.

Timely and accurate processing and posting of payroll and fixed assets in NetSuite. - posting of rectifications entries to address unreconciled differences, if any, identified through reconciliation of Bank and/ or Balance sheet. - manner update master data elements in NetSuite. This includes data relating to suppliers, partners, employees, donors, chart of accounts, etc., in accordance with global policies and frameworks. - Support to IPPFAR staff in using NetSuite.

Supervision of cash collections and banking balancing and reconciling cash books on daily basis.

Support the senior finance officer, relationships management with bankers, local auditors, statutory bodies, local vendors, and others.

Liaise with local suppliers and staff on any payment and reconciliation issues.

Support the Head of corporate services and senior finance officer, in delivering timely and accurate budgets & forecasts.

Examine/ analyse queries raised by the internal and/ or external auditors and generate on a timely manner and accurate reports and responses as required.

Remain abreast of the latest financial and compliance requirements and best practices.

Ensure fixed asset registration, tagging, reconciliation

and reporting.

Administration-related:

Responsible for the administration of the IPPFAR office in Nairobi;

Coordinates and provides logistics support to conferences, workshops, meetings and all office internal and external events;

Maintains the day to day logistical and administrative set up of the office by ensures that what is necessary for staff to work in a smooth environment is provided;

Manages the office assets and is responsible for the development, maintenance and update of the database of office assets;

Manage the procurement of goods for the office stationery, and other office items and advise supervisor when there are issues with office materials, including IT;

Prepares the arrival of new staff members by dealing with all administrative and logistical arrangements, including transportation with the support of the Expedition and General Assistant;

Identifies providers, implements and reports on special logistics operations;

Provides and coordinates logistics support to security and health and safety components of the office;

Drafts and coordinates logistical plans and other documents supporting the implementation of logistical operations as recommended by the security advisor and people culture and organisational development manager;

Responsible for organising bids in collaboration with the operations department for office services such as cleaning and security;

Supervises the work of the Expedition and General Assistant and works closely with the cleaners and security guards;

Administrates all initiatives to change and improve the office culture and organisational development as directed by supervisor;

Takes minutes, prepares briefing notes and administrative documents as necessary;

Liaises and coordinates all logistics support within the office as well as with with host government entities;

Ensures that accurate and complete accounting, reporting and internal control systems are functioning and that all relevant records are maintained;

Ensures that logistics requirements take account of gender-specific needs;

Performs other duties are requested by supervisor.

Support and enable a safe environment, adhering to the safeguarding reporting and monitoring requirements of this role.

Key Skills/ Expertise:

Diploma in Accounts; ACCA/CPA level 2 or equivalent a plus

Solid Knowledge of accounting principles, financial systems, budget /cash – flow monitoring and internal accounting controls

Experience in finance, accounting/bookkeeping activities, auditing, business administration or related field preferably in NGO Sector

Computer literate in Ms. Word, Excel, PowerPoint

Capacity to function well in a team and contribute effectively to team efforts.

Subscribe to IPPF’s Policies, Mission, Vision, and values and IPPFAR’s, Procedures, rules and regulations

Ability to maintain high level of confidentiality

Willingness to travel if deemed necessary by the supervisor.

Focus on continuous improved results/performance
Sound judgment.

Initiative and ability to work independently as well as a member of a team

Flexibility and willing to work outside normal working hours when the exigencies of service so demand

Fluency in English (both oral and written) is required, and knowledge of French is desirable.

Demonstrate an understanding of and commitment to safeguarding in a local and international context.

Demonstrates ability and willingness to work in a diverse, multicultural, multilingual and intergenerational environment that is anti-racist and respectful of others.

An intersectional (pro) feminist passionate about sexual reproductive health care rights + justice.

Supportive of people’s rights regardless of sexuality or gender identity/expression and supportive of worker’s rights and access to health care in sex work.

How to Apply

For more information and job application details, see; International Planned Parenthood Federation Finance and Administration Assistant Jobs in Kenya

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