Finance And Admin Specialist – Civil Peace Service CORE Component

Background

The GIZ Civil Peace Service is a peace building and conflict management programme. The post-election violence 2007/2008 constituted the engagement of the German Civil Peace Service (CPS) in Kenya. Since 2009, GIZ deploys international and national Peace Building Advisors to strengthen the capacities of non-government and governmental organizations in the field of conflict sensitivity and non-violent conflict transformation. The programme is currently supporting about 10 governmental and civil-society organisations.

The Programme concepts for transforming conflicts are dialogue processes, mental health and psycho-social support as well as peace journalism, hate speech monitoring and the support of alternative dispute mechanisms. GIZ-CPS works with inclusive and participatory approaches.

Background

The GIZ Civil Peace Service is a peace building and conflict management programme. The post-election violence 2007/2008 constituted the engagement of the German Civil Peace Service (CPS) in Kenya. Since 2009, GIZ deploys international and national Peace Building Advisors to strengthen the capacities of non-government and governmental organizations in the field of conflict sensitivity and non-violent conflict transformation. The programme is currently supporting about 10 governmental and civil-society organisations.

The Programme concepts for transforming conflicts are dialogue processes, mental health and psycho-social support as well as peace journalism, hate speech monitoring and the support of alternative dispute mechanisms. GIZ-CPS works with inclusive and participatory approaches.

A. Responsibilities

The Finance and Admin Specialist specialist is responsible for supporting the GIZ – CPS project in the following areas:

• Efficient and timely review of budget and proposal for assigned POs

• Competent and successful settlement of advances on local subsidies contract for assigned partner organization.

• Conduct regular capacity building training on GIZ finance regulations for assigned partner organization.

• Ensure orientation of new partner organization on the CPS funding tools and GIZ accounting regulations for all the CPS Core component upcoming partners.

• Ensure timely payments for program assigned PN expenditures, follow up amount payable and receivables.

• Effective advisory services on financial management, P&R Regulations to program
  technical staff.

• Efficient and timely advance and settlement of direct funding funds, ensure receivables
  are maintained a minimum operational level for the program.

• Ensure compliance with company-wide procedures, country-specific policies, and other
  legal requirements. For this, lead the development and implementation of sound financial management and administration structures according to relevant GIZ and GIZ-CPS guidelines and support the standardization and continuous improvement of processes, documents and handouts

• On boarding of new partners by evaluation PO specific needs in finance and administration, tailor making an onboarding training in line with GIZ rules and regulations.

In this context, the Finance and Admin Specialist specialist fulfils the following tasks:

B. Tasks

Administration:

• Administrative and logistical management in the organization of quarterly partner
  meetings.
• Serve as Security Focal Person for GIZ CPS Programme and ensure all regulations set by SRMO are compiled to.
• Coordinate with IT department/officer on functionality of office equipment.

• Check & verify correctness of all International & National staff claims to Country
  Office I.e., School fees, Nanny costs, Security Fees etc.

• Handle all general office operational tasks and ensure smooth running of the office.

• File all relevant documents related to direct funding requests after completion
  of activities on the server.

Finance:

• Review of submitted technical proposals from partner organizations to ensure they align to the budgets submitted to support their activities under direct funding and local subsidy contracts, ensure the budget allocations are materially correct & fund utilizations are in line with GIZ PuR, for assigned PO accounts.

• Settlement of accounts for Local Subsidies of partner organizations in the framework of the CPS program according to GIZ rules and regulations. Prepare and check vouchers for correctness before handing them over to GIZ Country Office Finance Department for implementing activities local subsidies contract for the assigned Pos but not limited to; -

1. Under LSC contract Ruben Centre, NCHRD, MCK
   

2. Under Direct Funding NSC, NCIC, NLC, FCDC,
   MIDRIFT, Keiyo Women, ICJ.

• Conduct regular monitoring and planning meetings with all partner Organizations to monitors LSC expenditures in liaison with peace building and PME advisors.

• Follow up on PO LSCs and Direct funding activities accounts receivables and payables,
  controlling accounts settlements and advising them in completing the respective financial documents according to GIZ rules and regulations, prepare the vouchers before handing them over to GIZ country office finance department for booking.

• Support the management team in conducting “commercial suitability” at the stage
  of identification and bringing onboard new partner organizations.

• Ensuring that vouchers/LSC’s are cleared from Obligos

• Verify project journal to ensure entries are correct 

• Ensure documentation for directly funded activities is correct and all accounting vouchers and fund utilizations are inline with GIZ rules and regulations

• Review, reconcile and monitor all project accounts, including operating accounts and petty cash operations involving cash advances and ensure the receivables and
  payables are maintained at a minimum necessary amount.

• Responsible for booking of bank and cash books, bank and cash reconciliation and monthly submission of the vouchers to bookkeeper at Country Office.

• Maintain and administer project financial accounting system.
  

• Assist PBA and PO budget adjustments /shifts and other cost improvement measures, as required.

• Verify the arithmetic correctness of vouchers submitted for payment

• Regularly evaluate the program monthly financial needs, prepare funds request to country office, and ensure the funds are spent within the stated period.

• Checking of invoices, vouchers, receipts submitted to the project/program for completeness and allocation to costs units.

• Preparation of the finance file, always ensuring document correctness for internal control
  purposes for the assigned PN.

• Update the program DF and LSC monitoring for assigned PN based on SAP bookings

• File withholding tax for consultants at GIZ Country Office

Procurement and Contracting:

• Facilitate tenders / Bids evaluation for procurement goods and services with the tendering team and peace building advisor responsible for the request at hand.

• Promptly apply for VAT exemptions for all purchases made for the amount’s allowable exemption.
• Review the procurement requests to be submitted to country office for procurement of goods and services to ensure they are precise to ease the procurement process.
• Drawing of contracts on program level, preparation of contract request document for both local subsidies and consultancy contract for country office level.
• Review contract application documents i.e., TORs and ensure they meet the required specifications.

Training

• Conducts individual trainings for PO-Staff in local subsidies account settlement reporting in line with GIZ PuR. 

• Advisory services on financial management, P&R Regulations to program technical staff, admin, and finance personnel from partner organizations.
  

Travel:

• Calculation of local travel claims at the project level for assigned PN.

• Ensure that travel arrangements are made on time for assigned PN.

General Duties:

• Any other duties as may be assigned by the employer/ and superior.
  

• Deputize the Programme core component cashier while on leave, Finance and Admin specialist for the SIF program and procurement specialist.

C. Timing and Duration of Assignment

• The duration of the contract is 01/04/2024 - 31/03/2025
  

D. Duty station

• The Finance and Admin specialist will be based in CPS Offices in Nairobi
  

E. Submission of Application

Vacancy Reference Number: GIZ/CPS/04/03/2024

GIZ is an equal opportunity employer.

All applications should be received by 10th April 2024.

Only shortlisted candidates will be contacted.