Job Summary

The Finance officer will champion production of quality budgeting and financial reporting of property portfolio including ensuring property cashflow is adequate at all times, timely acknowledgment & reporting of donations received, ensure compliance with tax laws of Kenya and internal policies of Aga Khan Foundation.

Essential Duties and Responsibilities

Managing property accounts Receivables, Payables & Reporting

• Prepare and dispatch all rent invoices and ETR receipts and ensure monthly rent schedules are accurately prepared and submitted each month by 10th.
• Prepare monthly rent schedules and receivable ageing report.
• In collaboration with property manager, follow up on rent receivables.
• Review Rental amounts against lease agreement.
• Prepare analytical property reports as and when requested.Re
• view reimbursements documents as received from non-commercial entities & ensure payables are cleared on time.
• Manage input and output VAT
• Prepare annual property budget and as when required
• Ensure terms of the lease agreements are enforced.
• Manage cashflow and ensure excess cash is invested for maximum returns
• Be the point finance person for receiving property reports for Uganda & Tanzania

Donations & other restricted funds

• Issue donation certificates & receipts to both individual and corporate donors.
• Follow up on due diligence for new donors within the community
• Prepare and share the reports related to these donations
• Prepare disbursements for specific projects such as scholarships & constructions.
• Be the point person to receive accountability reports from AKDN partners
• Prepare monthly bank reconciliations.

Audit & Compliance Review Support

• Support foundation’s annual internal audit and Compliance Review functions and follow up of findings especially related to the above 2 responsibilities
• Participate in the preparation of audit schedules and facilitation of the actual audit process.
• Ensure timely resolution of all identified findings in audits

Other Responsibilities

• Maintaining and updating an up-to date Fixed asset register and ensure all assets are well tagged and identifiable on need basis and quarterly basis submit to the management.
• Facilitate the preparation and submission of Tax returns including PAYE, VAT & Withholding Tax.
• Follow up on dividends and record in the books.

The requirements

Education & Experience

• Bachelor’s degree in related field.
• CPA K or equivalent.
• Minimum Three years working experience in finance & accounting.

Knowledge, Skills & Abilities

• Excellent communication skills
• Cross-cultural competence as demonstrated by confidence and ability to make relevant presentations to diverse audiences
• Experience with VAT, Withholding Tax & PAYE
• IT Savvy, including accounting soft wares & advance knowledge of MS Excel
• Understanding of the AKDN ecosystem is an added advantage

SCOPE OF ROLE:

The Procurement Assistant will support the procurement Coordinator in purchasing and developing of new contracts for the Foundation. This position will play a key role in procuring high-quality and cost-efficient supplies for Aga Khan Foundation, East Africa (AKF) and ensure that procurement procedures are adhered to and timely handling of business administrative issues.

KEY RESPONSIBILITIES

Specifically, the procurement assistant will be responsible for the following:  

Procurement:

• Receive and verify documents for requisition of services to ensure adherence to procurement policies and guidelines
• Maintain a procurement schedule/tracking tool aligned to the various work plans
• Source for quotations from pre-qualified suppliers and negotiate for best prices and value
• Prepare comparative bid analysis with recommendations & justification and facilitate approval
• Raise LPOs for approval and issue the same to vendors /suppliers
• Receive and verify the goods supplied to AKFEA
• Compile documentation to support payment of goods and services rendered to AKF
• Generate various procurement reports as guided
• Support in the vendor/supplier pre-qualification exercise & coordinate service tender/RFQ processes
• Liaise with Finance department to ensure timely processing of utility bills, goods and services payments, VAT claims and DA1 forms (in case of tax exemption/refund claims)
• Enter transactions on to Finance ERP Business Central including capturing PRs and invoices onto the system

General Insurance:

• Under the guidance of the supervisor, facilitate Insurance of AKFEA assets in line with the asset management policy
• Liaise with the insurer on cancellation and/or addition of any cover upon disposal or acquisition of any assets
• Facilitate preparation, submission and follow up payment on general insurance claims
• Prepare insurance premium schedules and follow up with all stakeholders to ensure the timely payment of the same and continuous reconciliation of the statements
• Issue property insurance invoices for AKDN agencies and submit the same to the Regional Property Manager /department for follow-up on payment

Logistics - Travel, Accommodation & Transport Services:

• Source for flight and accommodation quotations and, in consultation with the traveller, facilitate reservations accordingly and in line with AKFEA procurement guidelines
• Arrange ground transport where necessary and/or as guided
• Provide driver services as needed/guided
• Physical verifications of fixes assets and asset tagging

The requirements

Qualifications/Experience

• A minimum of a Diploma in Purchasing and Supplies or related field.
• 3-years relevant work experience.
• Computer literate with working knowledge of Ms-Office.
• High level of integrity
• Good interpersonal skills

Required Skills and Competencies:

• A good team player with strong interpersonal skills,
• Ability to work independently and effectively under pressure
• Excellent knowledge of computer applications
• Excellent oral and written communications skills in English and Swahili
• Adherence to AKF’s values and safeguarding policy

Purpose of the position

AKF is seeking a dynamic, enthusiastic, and self-motivated individual to lead the direct delivery of Schools2 030 activities in Coast. Working under the direct supervision of the Schools2030 Coordinator, the Programme Officer will be responsible for the direct delivery and support to schools, contributing to developing positive partnerships with government and non-government stakeholders, and effectively communicating Schools2030. This role will demand the person to work within a dynamic, fast-paced environment and work closely with the broader Coast Region and East African education, programme, and monitoring and evaluation teams as well as the global Schools2030 team.

Duties and responsibilities

• Lead the direct delivery of all Schools2030 activities at the district level with partner schools and youth partners. A core deliverable will be implementing a Human Centred Design processes with all partner schools, including workshops, school-based support, school network support, and effective use of flexible innovation response funds;
• Ensure all aspects of the project cycle are delivered with quality and contribute to the development of workplans, budgets, and activity and narrative reports;
• Provide project information and feedback to communicate progress, challenges, learning, and upcoming priorities and workplans to the Schools2030 Coordinator;
• Ensure all project funds you are responsible for are fully accounted for and liquidation is done in a timely manner to enable timely reporting;
• Ensure all project delivery and processes comply and promote with AKF’s gender and social inclusion and child and community safeguarding policies;
• Be the main point of contact for schools2030 at the district level;
• Engage and coordinate principle partners and stakeholders at district level to ensure collaborative delivery of project activities;
• Work with education actors to strengthen the education ecosystem connections and networks at the district level;
• Lead on the effective collection and management of data at the school and District level
• Ensure project learning is effectively communicated through the internal and external feedback loops and that principle partners have access to and understand the learning;
• Effectively engage in internal AKF learning opportunities to develop professional and technical understanding of education and Human Centred Design.

The requirements

Key qualifications and experience

• BA in Education, Sociology, Business Administration or related field;
• Proven experience of working in social programming with a minimum of 3 years relevant experience working in education programming and international development;
• Experience collaborating with government and non-government partners as well as schools, children, teachers and young people;
• Strong understanding of the Kenyan education system and emerging technologies in the education and development sector;
• Knowledge of monitoring and evaluation frameworks for education programmes with experience in data collection methods;
• Excellent communication and inter-personal skills;
• Ability to establish and maintain effective working relationships with a diverse range of stakeholders;
• Ability to work independently and under pressure;
• Proficient in ICT and Microsoft software.