About the job
Description
Who We Are
IREX is a global development and education organization. We strive for a more just, prosperous, and inclusive world—where individuals reach their full potential, governments serve their people, and communities thrive. With a projected annual portfolio of more than $100 million and more than 600 staff worldwide, we work with partners in more than 100 countries in four areas essential to progress: cultivating leaders, empowering youth, strengthening institutions, and increasing access to quality education and information.
The Finance and Administration Coordinator will execute general administrative duties necessary for effective business development efforts. To include, but not limited to, proposal administration and coordination, meeting logistics and agreements, execute research and writing assignments, prepare proposal document, manage sales and development databases, actively monitor government contract portals and identify proposal opportunities.
IREX has an existing project implementing activities in East Africa. The Finance and Administration Assistant, under the supervision of the IREX Kenya Finance and Operations Officer, will support the day-to-day finance and accounting duties, ensuring compliance with local law, USG regulations, and IREX policy, as well as organize program activity logistics.
We are doers. Our decades of on-the-ground experience help us create greater impact, practical recommendations, and lasting partnerships.
Are you the next member of our team?
Your Background & Skills
- Bachelors degree or equivalent experience in related field (e.g. Accounting, Finance, Business Administration).
- Minimum of 2 years relevant work experience.
- Very good command of English Language is required.
- Demonstrated proficiency with Microsoft Office (Outlook, Word, PowerPoint, and Excel) Excellent attention to detail and strong organizational skills including time management, ability to prioritize multiple tasks in a fast-paced working environment, and ability to remain flexible while adhering to strict deadlines.
- Experience working with NGOs in finance and administration is preferred.
- Experience working within project Monitoring and Evaluation is preferred.
- Experience working with globally based teams is preferred.
- Knowledge of the East African operating environment, especially as it relates to media and civil society is preferred.
- Experience working with US government grants preferred.
- Excellent interpersonal, customer service, and communications skills, both oral and written required.
- Ability to follow oral and written instructions.
- Positive attitude and willingness to support and assist colleagues.
- You must have unrestricted authorization to work in Kenya.
Your Daily Tasks
- Organize event logistics, including but not limited to, coordinating hotel accommodations, event venues, flights, and local transportation, for IREX employees and program participants.
- Assist with procurement and purchase goods and services in accordance with company policies and donor regulations.
- Sends out requests for quotations and obtains prices as needed. Do cost analysis and selection memo and reach out with the winner vendor when needed, in coordination with the operation Manager.
- Make purchase order for the selected vendor, in coordination with the operation Manager.
- Coordinates with vendors and suppliers and signs off on receipt of office supplies.
- Overall coordination of vendor relationships and as assigned, service as the main focal point to coordinate consultants.
- Provide support for participant per diem payments and stipends and collecting documentation.
- Support vetting process of vendors and program participants.
- Support communication with training participants before, during, and after training activities.
- Support ensuring compliance of all activities and operations with government and IREX policies and regulations.
- Support with vendor management, maintaining vendor relationships, and the addition of new vendors.
- Support data collection, documentation and reporting processes for MEL and Research related activities.
- Support with the design and distribution of quantitative pre and post-activity surveys to participants.
- Support the programs qualitative post-activity follow-up processes.
- Provide administrative support to the Finance and Operations Manager and other staff as needed. (e.g., assists with making photocopies, sending faxes and e-mails, travel schedules, receiving visitors, preparing for internal and external meetings, providing other backstopping support).
- Manage petty cash payments and act as the petty cash custodian.
- Monitor and maintain office equipment and does regular inventory count, in coordination with the Finance and Compliance Manager, and as per the internal rule and regulations.
- Review invoices for commodities and commodity-related services and prepare payment packages.
- Support in the preparation for internal meetings, preparing agendas, taking minutes of meetings, etc., as needed.
- Maintain tracking systems for POs, Non-PO, petty cash, legal documents, and employee contact list and keep them updated.
- Update payment request tracker and other operations tracker as needed; track partner burn rate and budget liquidation status.
- Assist in, as needed, draft job advertisements and assist in the recruitment process by requesting necessary documents from candidates and scheduling for interviews; assist in renewing documents including Work permit, residence card and project registration certificates as needed.
- Review due diligence documentation, conduct risk assessments and recommend risk mitigation strategies.
- Review budgets from partners and ensure these comply with sub-award agreement guidelines.
- Review and prepare payment requests from partners for approval as needed.
- Receive and assess financial reports from partners and ensure compliance with the grant agreement and subgrants handbook requirements as needed.
- Ensure disbursement receipts, financial reports, completed assessment tools, and any other subaward documentation are uploaded to subaward system as needed.
- Oversee and coordinate the need to purchase, receipt and distribution of office supplies and stationery.
- Support the facilitation of employee onboarding by completion of operational and IT needs of entry as needed.
- Maintain contact address, telephone, and email address files and visitor lists updated.
- Process employee expense reports and advances in a timely basis by ensuring correctness and effectiveness of reimbursement.
- Support preparation of project financial forecasts, projections, and budget management and analysis as needed.
- Review invoices from vendors and ensure their timely payment.
- Assist with financial audits, reporting, and compliance.
- Other duties as assigned.
We conduct background checks on all successful candidates.
This position is eligible for Telework. The eligible employee is a regular, full-time Kenya-based staff who works from a worksite outside the Kenya office for one or more days a week.
This position is not eligible for Immigration Sponsorship.
NO PHONE CALLS PLEASE
EOE – Equal Opportunity Employer
We are an Equal Opportunity Employer, including disability/vets.
Please apply on the official website using the link(s) below
Apply here
