The Accounting and Administration Officer (AAO) is a post-entry-level role at Possibilities Africa Kenya Limited. The role is designed to serve at the Executive Director’s office, interfacing with different teams in the planning and execution of country or department budgets, ensuring proper accounting and reporting flow from budget holders to the Director’s office, and developing strong collaboration with the external Finance Service Provider to enhance and ensure smooth accounting and administration procedures. Based at the Head Office, the holder will undertake these roles and responsibilities:

• Provide support to the relevant offices in coordinating accounting and administrative interactions with the various teams and players, handling, among other tasks,
• Processing Head Office cash or cheque requests, and handling pre-authorized
• bank transactions
• Reviewing procurement requests, ensuring alignment with organizational procurement policies and guidelines while identifying and fixing existing or emerging policy gaps and risks.
• Identifying, receiving, acquiring, organizing, tracking the validity, and causing for the proper storage of official and important organizational records, documents, certificates, reports, statutory information, receipts, and other valuable information important to the management and administration of the organization\'s affairs, including HR, Finance, Legal registration, statutory compliance, contracts, payables, and receivables.
• Managing the office assets, including computers, electronics, equipment,
• vehicles, furniture, consumables, immovable and fixed assets, maintain an
• inventory list, ensure proper records are maintained, and regularly update on new assets, depreciation, sold or lost, broken, repaired, and assets management and tracking measures.
• Working with outsourced accountant and budget holders, prepare management accounts for the IED’s consumption and use, providing spending and impact analysis and other learning interpretations.
• Support Account holders in the preparation, management, and accounting for country or department budgets by guiding and supporting budget preparations, offering interpretations and structure around the management of the approved budgets, and tracking budget absorption to target delivery through quarterly budget reviews and variance reporting.
• Support the external financial service providers through
• Receiving, processing, and submitting accounting data for the preparation of accounting reports
• Interface between Kenya teams and the external accountants in the preparation and execution of accounts payable and receivable, petty cash management, requisitions, and returns processing, ensuring proper documents are presented before the outsourced accountant to enable him to execute his outsourced contract.
• To receive, organize, and maintain accurate records of donors and donations information, updating it monthly, ensuring that every donation in terms of time, money, talent, physical materials, service, and such are recorded, and properly valued.
• Contribute to the Auditing and other accounting and financial reporting work
• Assist in deploying internal auditing and control tools throughout the organization to enhance greater accountability
• Learn and become competent in the knowledge and execution of PA accounting and financial procedures, practices, and policies.
• Shbe assigned other financial, accounting, and administration duties as may be necessary to ably play his role.

Qualifications

Academic and work experience:

• Bachelor’s degree in accounting, finance, business studies, or administration
• Professional certification in the International Financial Reporting Standards or its equivalent
• Recently entered the job market, with at least one year of post-graduate working experience performing similar roles, preferably in a busy setting.
• Understanding of NGO reporting requirements

Important Soft and Hard Skills:

• Demonstrate how he/she has lived and embraced values and objectives similar to those of PA.
• Highly conversant with modern Microsoft and other software for financial management and reporting
• Knowledge of financial regulations and compliance standards.
• Ability to analyze financial data, identify trends and emerging issues, and provide insights and solutions.
• Strong attention to detail and focus on accuracy in financial reporting and record-keeping.
• Excellent verbal and written communication skills; ability to effectively translate and communicate financial concepts and data in user-friendly statements and information.
• Strong organizational and time management skills; ability to manage multiple tasks and meet deadlines.
• Great interpersonal relationships and a strong team player and contributor
• Ability to maintain confidentiality and uphold ethical standards in handling financial information and transactions.

• Provide support to the relevant offices in coordinating accounting and administrative interactions with the various teams and players, handling, among other tasks,
• Processing Head Office cash or cheque requests, and handling pre-authorized bank transactions
• Reviewing procurement requests, ensuring alignment with organizational procurement policies and guidelines while identifying and fixing existing or emerging policy gaps and risks.
• Identifying, receiving, acquiring, organizing, tracking the validity, and causing for the proper storage of official and important organizational records, documents, certificates, reports, statutory information, receipts, and other valuable information important to the management and administration of the organization's affairs, including HR, Finance, Legal registration, statutory compliance, contracts, payables, and receivables.
• Managing the office assets, including computers, electronics, equipment, vehicles, furniture, consumables, immovable and fixed assets, maintain an inventory list, ensure proper records are maintained, and regularly update on new assets, depreciation, sold or lost, broken, repaired, and assets management and tracking measures.
• Working with outsourced accountant and budget holders, prepare management accounts for the IED’s consumption and use, providing spending and impact analysis and other learning interpretations.
• Support Account holders in the preparation, management, and accounting for country or department budgets by guiding and supporting budget preparations, offering interpretations and structure around the management of the approved budgets, and tracking budget absorption to target delivery through quarterly budget reviews and variance reporting.
• Support the external financial service providers through Receiving, processing, and submitting accounting data for the preparation of accounting reports
• Interface between Kenya teams and the external accountants in the preparation and execution of accounts payable and receivable, petty cash management, requisitions, and returns processing, ensuring proper documents are presented before the outsourced accountant to enable him to execute his outsourced contract.
• To receive, organize, and maintain accurate records of donors and donations information, updating it monthly, ensuring that every donation in terms of time, money, talent, physical materials, service, and such are recorded, and properly valued.
• Contribute to the Auditing and other accounting and financial reporting work
• Assist in deploying internal auditing and control tools throughout the organization to enhance greater accountability
• Learn and become competent in the knowledge and execution of PA accounting and financial procedures, practices, and policies.
• Shbe assigned other financial, accounting, and administration duties as may be necessary to ably play his role.

• Demonstrate how he/she has lived and embraced values and objectives similar to those of PA.
• Highly conversant with modern Microsoft and other software for financial management and reporting
• Knowledge of financial regulations and compliance standards.
• Ability to analyze financial data, identify trends and emerging issues, and provide insights and solutions.
• Strong attention to detail and focus on accuracy in financial reporting and record-keeping.
• Excellent verbal and written communication skills; ability to effectively translate and communicate financial concepts and data in user-friendly statements and information.
• Strong organizational and time management skills; ability to manage multiple tasks and meet deadlines.
• Great interpersonal relationships and a strong team player and contributor
• Ability to maintain confidentiality and uphold ethical standards in handling financial information and transactions.

• Bachelor’s degree in accounting, finance, business studies, or administration
• Professional certification in the International Financial Reporting Standards or its equivalent
• Recently entered the job market, with at least one year of post-graduate working experience performing similar roles, preferably in a busy setting.
• Understanding of NGO reporting requirements