Finance And Admin Specialist – Civil Peace Service CORE Component

GIZ

  • Nairobi
  • Permanent
  • Full-time
  • 30 days ago
Job SummaryBackgroundThe GIZ Civil Peace Service is a peace building and conflict management programme. The post-election violence 2007/2008 constituted the engagement of the German Civil Peace Service (CPS) in Kenya. Since 2009, GIZ deploys international and national Peace Building Advisors to strengthen the capacities of non-government and governmental organizations in the field of conflict sensitivity and non-violent conflict transformation. The programme is currently supporting about 10 governmental and civil-society organisations.The Programme concepts for transforming conflicts are dialogue processes, mental health and psycho-social support as well as peace journalism, hate speech monitoring and the support of alternative dispute mechanisms. GIZ-CPS works with inclusive and participatory approaches.ResponsibilitiesThe Finance and Admin Specialist specialist is responsible for supporting the GIZ – CPS project in the following areas:Competent and successful settlement of advances on local subsidies contract for assigned partner organization.Ensure orientation of new partner organization on the CPS funding tools and GIZ accounting regulations for all the CPS Core component upcoming partners.Ensure timely payments for program assigned PN expenditures, follow up amount payable and receivables.Effective advisory services on financial management, P&R Regulations to program
technical staff.Efficient and timely advance and settlement of direct funding funds, ensure receivables
are maintained a minimum operational level for the program.Ensure compliance with company-wide procedures, country-specific policies, and other
legal requirements. For this, lead the development and implementation of sound financial management and administration structures according to relevant GIZ and GIZ-CPS guidelines and support the standardization and continuous improvement of processes, documents and handoutsOn boarding of new partners by evaluation PO specific needs in finance and administration, tailor making an onboarding training in line with GIZ rules and regulations.In this context, the Finance and Admin Specialist specialist fulfils the following tasks:B. TasksAdministration:
  • Administrative and logistical management in the organization of quarterly partner
meetings. * Serve as Security Focal Person for GIZ CPS Programme and ensure all regulations set by SRMO are compiled to.
  • Coordinate with IT department/officer on functionality of office equipment.
Handle all general office operational tasks and ensure smooth running of the office.File all relevant documents related to direct funding requests after completion
of activities on the server.Settlement of accounts for Local Subsidies of partner organizations in the framework of the CPS program according to GIZ rules and regulations. Prepare and check vouchers for correctness before handing them over to GIZ Country Office Finance Department for implementing activities local subsidies contract for the assigned Pos but not limited to; -Under LSC contract Ruben Centre, NCHRD, MCKUnder Direct Funding NSC, NCIC, NLC, FCDC,
MIDRIFT, Keiyo Women, ICJ.Conduct regular monitoring and planning meetings with all partner Organizations to monitors LSC expenditures in liaison with peace building and PME advisors.Support the management team in conducting “commercial suitability” at the stage
of identification and bringing onboard new partner organizations.Ensuring that vouchers/LSC’s are cleared from ObligosVerify project journal to ensure entries are correctEnsure documentation for directly funded activities is correct and all accounting vouchers and fund utilizations are inline with GIZ rules and regulationsReview, reconcile and monitor all project accounts, including operating accounts and petty cash operations involving cash advances and ensure the receivables and
payables are maintained at a minimum necessary amount.Responsible for booking of bank and cash books, bank and cash reconciliation and monthly submission of the vouchers to bookkeeper at Country Office.Maintain and administer project financial accounting system.Assist PBA and PO budget adjustments /shifts and other cost improvement measures, as required.Verify the arithmetic correctness of vouchers submitted for paymentRegularly evaluate the program monthly financial needs, prepare funds request to country office, and ensure the funds are spent within the stated period.Checking of invoices, vouchers, receipts submitted to the project/program for completeness and allocation to costs units.Update the program DF and LSC monitoring for assigned PN based on SAP bookingsFile withholding tax for consultants at GIZ Country OfficeFacilitate tenders / Bids evaluation for procurement goods and services with the tendering team and peace building advisor responsible for the request at hand. * Review the procurement requests to be submitted to country office for procurement of goods and services to ensure they are precise to ease the procurement process.
  • Drawing of contracts on program level, preparation of contract request document for both local subsidies and consultancy contract for country office level.
  • Review contract application documents i.e., TORs and ensure they meet the required specifications.
TrainingConducts individual trainings for PO-Staff in local subsidies account settlement reporting in line with GIZ PuR.Calculation of local travel claims at the project level for assigned PN.Ensure that travel arrangements are made on time for assigned PN.General Duties:Any other duties as may be assigned by the employer/ and superior.C. Timing and Duration of AssignmentThe duration of the contract is 01/04/2024 - 31/03/2025D. Duty stationThe Finance and Admin specialist will be based in CPS Offices in NairobiE. Submission of ApplicationVacancy Reference Number: GIZ/CPS/04/03/2024GIZ is an equal opportunity employer.All applications should be received by 10th April 2024.Only shortlisted candidates will be contacted.

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