Background information about the job or company (e.g., role context, company overview)

DanChurchAid (DCA) is seeking to recruit an energetic Kenyan National for the position of Finance and Procurement Assistant. The Finance and Procurement Assistant will be supporting both the Financial and Procurement functions within the Nakuru office by managing day-to-day tasks including preparing purchase orders, processing invoices, reconciling accounts, tracking expenditures, and ensuring compliance with company policies in line with DCA Finance Manual.

Responsibilities or duties

The main responsibilities of the Finance and Procurement Assistant are:

• Maintain and update cashbook on daily basis and have up-to-date petty cash balance
• Check all payment requests before payment is made and ensure proper coding and budget availability
• Undertake procurement of project supplies and services for Nakuru office - including conducting market surveys and trend analysis as per the project documents - in line with DCA procurement policies and approved scheme of delegation for the office
• Conduct activities associated with delivery and receipt of goods and services from vendors while adhering to the set guidelines.
• Assist in managing and reconciling bank/cash and other balance sheet accounts as well as booking transactions in Maconomy.
• Prepare and send monthly cash forecast to Nairobi office
• Maintain inventory of office supplies and manage re-ordering processes
• Assist in processing invoices from suppliers and expense claims and maintaining records and receipts for all daily transactions
• Monthly reconciliation of payables/vehicle fuel card/staff travel advances in local currency and DKK
• Prepare/review payment of travel advances/travel claim, vouchers, journals, receipt entire in Maconomy system and ensure monthly reconciliation
• Oversee the Nakuru office fleet management in liaison with the drivers and riders
• Lead in ensuring DCA procurement manual policy and procedures are followed in all Nakuru office procurements
• Support programme staff on interpretation of project budgets and monthly programme financial reports
• Support in audit process – retrieval of documents, invoices, payment vouchers and project support documentation
• Assist in follow up of auditor’s recommendations as expressed in management letters
• Support field office in preparing all the right documentation for payment
• Support field office monthly closing within the given due date
• Maintain and update the DCA Nakuru office assets register
• Ensure all procurements are completed on time and updated on DCA’s online system (ADMIND), as well as updating the procurement plans in consultation with the ProLog Officer.
• Ensure contracts with suppliers are in place and renewed/terminated as appropriate.
• Ensuring all requested payments are made to suppliers in due time and all proper processes are followed.
• Ensure functionality of necessary office equipment, repair or replace damaged office equipment

Qualifications or requirements (e.g., education, skills)

Education:

The ideal candidate should be a holder of a degree in Statistics, Business Administration, Finance or Accounting or related degree.

Professional qualifications in Accounting (CPA or ACCA, CPSP-K or CIPS).

Experience needed

Experience:

The ideal candidate should:

• Excellent communication skills.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint)
• Experience working with Automated accounting, Finance and procurement Software
• Must be able to maintain highest level of confidentiality regarding work-related information and data
• Excellent financial and analytical skills
• Strong interpersonal skills.
• Self-motivation, creativity and an ability to perform with minimal supervision.
• Proficiency in spoken and written English and Swahili.
• Strong commitment to learning and professional development.
• Integrity, confidentiality, and respect for humanitarian principles.
• Team player with good organizational and time management skills.
• Adaptability, flexibility, and willingness to undertake field work.

• Maintain and update cashbook on daily basis and have up-to-date petty cash balance
• Check all payment requests before payment is made and ensure proper coding and budget availability
• Undertake procurement of project supplies and services for Nakuru office - including conducting market surveys and trend analysis as per the project documents - in line with DCA procurement policies and approved scheme of delegation for the office
• Conduct activities associated with delivery and receipt of goods and services from vendors while adhering to the set guidelines.
• Assist in managing and reconciling bank/cash and other balance sheet accounts as well as booking transactions in Maconomy.
• Prepare and send monthly cash forecast to Nairobi office
• Maintain inventory of office supplies and manage re-ordering processes
• Assist in processing invoices from suppliers and expense claims and maintaining records and receipts for all daily transactions
• Monthly reconciliation of payables/vehicle fuel card/staff travel advances in local currency and DKK
• Prepare/review payment of travel advances/travel claim, vouchers, journals, receipt entire in Maconomy system and ensure monthly reconciliation
• Oversee the Nakuru office fleet management in liaison with the drivers and riders
• Lead in ensuring DCA procurement manual policy and procedures are followed in all Nakuru office procurements
• Support programme staff on interpretation of project budgets and monthly programme financial reports
• Support in audit process – retrieval of documents, invoices, payment vouchers and project support documentation
• Assist in follow up of auditor’s recommendations as expressed in management letters
• Support field office in preparing all the right documentation for payment
• Support field office monthly closing within the given due date
• Maintain and update the DCA Nakuru office assets register
• Ensure all procurements are completed on time and updated on DCA’s online system (ADMIND), as well as updating the procurement plans in consultation with the ProLog Officer.
• Ensure contracts with suppliers are in place and renewed/terminated as appropriate.
• Ensuring all requested payments are made to suppliers in due time and all proper processes are followed.
• Ensure functionality of necessary office equipment, repair or replace damaged office equipment

• Excellent communication skills.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint)
• Experience working with Automated accounting, Finance and procurement Software
• Must be able to maintain highest level of confidentiality regarding work-related information and data
• Excellent financial and analytical skills
• Strong interpersonal skills.
• Self-motivation, creativity and an ability to perform with minimal supervision.
• Proficiency in spoken and written English and Swahili.
• Strong commitment to learning and professional development.
• Integrity, confidentiality, and respect for humanitarian principles.
• Team player with good organizational and time management skills.
• Adaptability, flexibility, and willingness to undertake field work.

• Degree in Statistics, Business Administration, Finance or Accounting or related degree.
• Professional qualifications in Accounting (CPA or ACCA, CPSP-K or CIPS).