RADIO ERGO - Office Manager and Book-Keeper

IMS PRODUCTIONS APS - RADIO ERGO

Office Manager & Book-Keeper for Radio Ergo office

Radio Ergo is a donor funded Somali humanitarian information project, supported by the Copenhagen-based NGO, International Media Support (IMS). In Kenya, Radio Ergo is operated by the IMS affiliate, IMS Productions Aps, which has a small office in Nairobi and a staff of five. The Office Manager & Book-Keeper will take charge of financial, administrative and HR duties to ensure the smooth running of donor grants and the office, under the direct supervision of the Nairobi-based Programme Manager and reporting also to IMS Finance Manager at Copenhagen HQ. S/he will be highly proficient in accounting software (QuickBooks, Excel) and experienced in financial management of donor grants, donor compliance regulations and accounting norms within the NGO sector.

The duties include:

• Maintaining cash books/ledgers for various donor grants and budgets, following compliance regulations and accounting best practice
• Liaison with external project accountants Grant Thornton to ensure correct and timely monthly update of financial records and sharing with HQ
• Preparing monthly/quarterly/annual financial reports as required
• Ensuring all supporting documentation for transactions against each donor grant is duly prepared, checked, approved and filed, thus maintaining an excellent audit trail
• Preparing monthly expenditure reports and projections
• Assisting in preparing budgets for donor submissions and proposals
• Organizing procurement of project supplies and services
• Maintaining working assets inventory
• Arranging travel for staff mission and workshops and seminars in Somalia, including travel, accommodation, venue, insurance, consultants, payments etc
• Organizing timely monthly payment of invoices
• Preparing expenditure forecasts
• Preparing all necessary Excel worksheets for cash payments
• Being responsible for cash box and cash counts under supervision of programme manager
• Providing excellent support as required for internal and external audits
• Keeping attendance records and time sheets
• Maintaining staff personnel files
• General office management
• Assisting in assessing areas for improvement in financial and administrative systems
• Ensuring compliance and enforcement of organizational policies and donor regulations

Skills and Qualifications:

• University degree in Business Administration or Public Administration
• Certification in Accounting and Finance (ACCA, CPA, CFA)
• 3-5 years of relevant financial experience
• Excellent knowledge of QuickBooks, Excel, other MS Office software
• Experience in handling donor funding requirements, particularly USAID
• Experience working with NGOs
• Knowledge of the Horn of Africa and Somalia context an advantage
• Excellent writing and communication skills

How to apply:

Applicants should send to the Programme Manager at info@radioergo.org cc louise@radioergo.org a full CV with detailed covering letter outlining qualifications, experience and motivation for applying for this post. Also indicate your expected remuneration, and give contacts for three work-related referees whom we may contact. The deadline for receipt of applications is 5pm Nairobi time on Monday 16 December 2013.

Applicants must be Kenyan citizens.

Only short-listed candidates will be contacted.