Finance and Administration Officer, Kenya

About Viamo

Mobile technology is revolutionizing how organizations engage with their end users. More than 96% of the world’s population has access to a mobile phone, meaning it is now possible to reach nearly every single person on the planet. Yet 3 billion people living in emerging markets still lack access to relevant, timely, and engaging information in their local languages, and their voices remain underheard. The organizations that serve them lack the technology and capacity to reach them, and many are unaware of the power of mobile technology to meet their organizational goals.

Viamo connects individuals and organizations using digital technology to make better decisions.

With more than 30 million people reached in 2020 alone, we are well on our way to meeting our goal of reaching 50 million people annually by 2023.

About the role

You will provide Finance and Administrative support to the Kenya team in a full-time capacity.

Key Responsibilities

Financial Management and Support:

  • Administer and monitor the financial system in order to ensure that the finances are maintained in an accurate and timely manner;
  • Ensure compliance with the internal and USG financial and accounting policies & procedures;
    • Post all transactions on Quickbooks
    • Perform bank reconciliations on Quickbooks
  • Ensure preparation of reports to send to the central Finance team for consolidation and treatment and as required;
    • Prepare monthly cash flow request
  • Assist in reviewing and maintaining financial documents;
  • Review the monthly project invoices for correct allocation;
  • Ensure local tax preparation and declaration in collaboration with our local accounting firm;
    • PAYE, NHIF, and NSSF monthly computations and payments - all remittances including VAT and WHT as needed;
  • Support project or organizational audit;

Cash Management;

  • Manage petty cash in the office, ensuring compliance from program staff;
  • Update financial spreadsheets with daily transactions
  • Prepare and request monthly cash flow for the operational and functional expenses of the Kenya office with the Country Manager;
  • Prepare local payments following the procedure (payment voucher + back up, signature process and request of authorization payment)
  • Track tax payments for KRA, NSSF, and NHIF remittances
  • Conduct reconciliation on monthly basis for control purposes and submit all project-related receipts and invoices to F&A and save on Viamo Drive
  • Track and reconcile bank statements
  • Support processing of monthly payroll and keep organized records

Local Vendors supplies and management;

    • Prepare contracts and purchase orders for services, resources, or materials;
    • Follow up delivery and certification of goods received;
    • Communicate with suppliers, consultants on financial matters including follow-up on payments to creditors;
    • Oversee the purchase of equipment;

    Office Administration:

    • Logistic support:
    • Carry out general office administration services
    • Perform general office clerk duties and errands.
    • Organize travel by booking accommodations and reservations needs as required.
    • Coordinate events as necessary.
    • Maintain supply inventory for project(s).
    • Manage procurement process in collaboration with F&A team
    • Maintain office equipment as needed
    • Create, maintain, and enter information into Viamo databases.
    • Create memo templates when necessary, and support with marketing presentations
    • Organize and maintain contract inventory for local suppliers
    • Support local recruitment processes
    • Organize office team monthly meetings



    COVID preparedness and support:

    • Purchase and stock sanitization supplies
    • Coordinate office preparedness and response for COVID
      • Temperature log maintenance
      • Mask policy enforcement

    Additional Duties:

    • General Support
      • Perform such other related duties as assigned by Country Director



    Key Performance Indicators

    ● Financial Management and Support

    • Accurate monitoring of financial system
      • Bank account reconciliations are up to date and match with the cash book
      • Kenya Expenses folder on Drive (bills and payments) has all expense receipts and is up to date
      • Monthly cash flow requests sent in on time (by the 10th of each month)

    ● Effective cash management

    • Petty cash
      • Balance expenses within petty cash
    • COVID preparedness and support (Office Operations)
      • COVID awareness sharing/sharing of SOPs with staff and office mates
      • COVID resource purchase and maintenance
      • Temperature checks conducted and recorded
    • Effective logistics support
      • ViaFest office coordination
      • Transport coordination
      • Asana project management

    Team and Reporting Structure

    • Reports to Country Director, Kenya

    Profile

    Required

    • A successful candidate must possess a Bachelor Degree in Finance/Commerce/Accounting/Administrative Support;
    • Membership in a Professional Accounting body will be an added advantage;
    • At least 3 years of working experience in the related field;
    • Excellent communication and interpersonal skills
    • Excellent computer literacy skills, including skills in Word, Excel, PowerPoint, Google cloud.
    • Excellent oral and written communication skills in English, French, and/or local languages
    • Ability to work flexibly and with tight deadlines
    • Honest and trustworthy

    Why we love working for Viamo

    Make an impact: We take part in meaningful work where millions of users access life changing info and give their voice on key issues

    Learn and grow: We face complex challenges and give each other the support to learn and grow personally and professionally through these challenges.

    Deliver exceptionally, work flexibly: We measure our success on results and have flexibility in how we work to achieve them

    Be a part of our passionate & inspiring team: We build meaningful relationships with driven, supportive and passionate colleagues located around the world in a virtual global community

    Viamo is an Equal Opportunity Employer. We value diversity and encourage applications from all candidates. We believe that diverse perspectives help our teams to create innovative solutions and understand our global clients' needs. In alignment with our values, we are committed to recruiting and retaining a diverse global workforce without discrimination.

    Viamo is an Equal Opportunity Employer. We value diversity and encourage applications from all candidates. We believe that diverse perspectives help our teams to create innovative solutions and understand our global clients' needs. In alignment with our values, we are committed to recruiting and retaining a diverse global workforce without discrimination.


    Apply now with a CV and a short cover letter.