Job Responsibilities and Accountabilities Overall Job Purpose Strategy and Vision

Actively supports the values of Johanniter and shapes her work according to these values
Contributes to the development and implementation of the global strategy of Johanniter International Assistance in his/her area of responsibility
Supports the implementation of the country strategy

Leadership

Actively lives the Johanniter leadership principles by fostering trust, embracing diversity, communicating openly, supporting wellbeing, and taking responsibility to contribute to a positive, inclusive, and adaptable work environment
This is reflected in the day-to-day activities in line with the Code of Conduct and related policies

Finance Management (Budgeting, Reporting, Accounting)

Ensures all JUH expenditures are correctly recorded in the SUN upload template
Prepares monthly Budget Variance Analysis (BVA) reports and organizes BVA review meetings with programme teams and partners
Ensures all receipts/invoices are stamped, signed and properly documented
Verifies payment requests from logistics and programme teams and prepares payment vouchers with complete supporting documentation
Ensures quality, reliability, and transparency of all accounting practices
Prepares all vouchers to ensure full compliance with procurement and financial procedures (RFPs, PAs, NCPs, Payment Vouchers, signatures)
Ensures implementation of approved budgets and monitors adherence to procurement procedures
Ensures correct cost-centre and budget-line allocations and verifies accuracy of all vouchers
Ensures expenditures are validated according to Johanniter’s authorization thresholds
Ensure accurate allocation of L-codes, data entry, upload to SUN, and timely submission of monthly financial reports to Kenya Office
Prepares monthly cash counts and bank reconciliations with the Finance Manager and Country Director/SPC
Prepares monthly closing documents and scans and uploading to the 4JUH platform
Works with the Finance Manager to plan quarterly, monthly, and weekly workplans to ensure compliance with all required financial procedure
Reviews all partner financial documentation for completeness, accuracy, and compliance
Ensures all partner expenditures are correctly and promptly uploaded in SUN

Cash Management

Manages country office cash flow and ensure timely fund availability for field operations
Prepares cashbooks, advances, reconciliations, and overall treasury functions
Makes payments, fund transfers, and disbursements within delegated authority
Ensures secure, transparent, and timely processing of staff salaries, supplier payments, and partner transfers
Uploads cash/bank expenses using the sun template for review and posting
Prepares cash discrepancies and provides technical guidance for corrective action
Ensures timely payment and correct booking of statutory deductions (NSSF, withholding tax, PAYE/Income Tax, Pension etc)
Ensure accurate and timely expatriate tax payments if applicable

Support to Audits and Reporting:

Assists in the preparation of project financial reports
Supports internal and external audits and ensures timely provision of all required documentation

Human Resources Management:

Ensures completeness and secure filing of all personnel files
Supports recruitment processes, including preparation of job adverts, shortlisting, organizing interviews, and contract preparation
Monitors probation periods, leave balances, and contract expiry dates
Ensures compliance with labour law, tax regulations, and Johanniter HR policies
Ensures timely and correct payment of national staff salaries, NSSF contributions, and taxes
Maintains HR databases, leave registers, and staff lists
Supports performance management processes and documentation
Supports visa and work permit processes for expatriate staff where applicable

Administration and Office Management:

Ensures legal compliance and supports the maintenance of national registration documents.
Manages office and any other leases, utilities, and maintenance.
Ensures functioning office systems, including IT, server, communications and administrative documentation
Maintains systematic soft and hard copy filing systems
Drafts and/or reviews administrative contracts (rent, services, MOUs, etc.) In consultation with line managers
Ensures proper application of Johanniter’s quality management system ConSense

Safeguarding:

Applies safeguarding principles across, HR, Admin and Finance by ensuring fair and safe supplier management, embedding safeguarding standards in recruitment and staff management, and maintaining confidentiality and integrity in financial processes while raising awareness of risks such as exploitation, abuse, fraud, or misuse of funds.”

Other Responsibilities:

Supports partners in capacity-building on finance, admin and HR procedures
Contributes to anti-fraud measures, transparency mechanisms, and safeguarding requirements
Performs additional tasks assigned by the Finance Manager or Country Director/SPC
May be requested to support remotely with finance and administrative matters for Kenya, if required.

Person Specification Professional Qualification and Experience: Essential:

Relevant qualification in Business Administration, Accounting, Human Resource Management, or Qualification in accounting (at least CPA II)
At least four years’ experience in a similar position
Professional in Excel, Words and computerised accounting. Knowledge of the SUN System or any accounting software is essential
Experience working with NGOs and donors

Skills:

Ability to organize, plan ahead and prioritize multiple tasks and meet deadlines
Flexibility, ability to adapt
Good team player
Discretion
Responsible and innovative
Excellent communication skills, including drafting documents
Problem solving skills in day to day and crisis situations
Ability to travel throughout country and regions
Fluency in English, written and spoken

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