This vacancy is now closed. Thank you for your interest in AHADI.

The Role

Applied Health Analytics for Delivery &Innovation (AHADI) is a value-driven organization where our team members care deeply about enabling self-reliance in public health analytics in Africa. We believe that using analytics and systems thinking to design systems-level solutions is essential for reducing disease burden, and we embrace our role in working for countries. AHADI is committed to creating an open and collaborative workplace where all can learn and thrive.

The Finance & Administration Officer/Executive Assistant to the Executive Director is responsible for ensuring that the organization’s financial and administrative operations are efficient, accurate, and compliant with donor, statutory, and internal requirements. It supports day-to-day financial management, budgeting, reporting, procurement, and office operations. It also provides Executive Assistant support to the Executive Director (ED). 

Responsibilities

The role covers finance and administration; and a percentage of the time may be spent to provide support as Executive Assistant to the Executive Director, managing EDs schedule, correspondence and priorities enabling the ED to focus on strategic leadership, partnerships, and fundraising.

Key responsibilities

A. Finance

• Maintain accurate books of account in Business Central including cashbook, ledgers and monthly bank reconciliations
• Process payments, invoices,staff claims and advances in line with the finance manual and approval limits.
• Manage petty cash and ensure all transactions have supporting documents.
• Remit statutory deductions(PAYE, NSSF, SHIF, Housing Levy) and withholding tax by their due dates.
• Track all expenditures made against available budgets and flag up any potential over/under spending.
• Review purchase requests to eliminate any overspending of donor budgets.
• Ensures that financial information is processed in accordance with AHADI’s Finance procedures/processes.
• Review travel expenditure report and post into finance system
• Prepare monthly management accounts, budget-vs-actual reports and cash-flow forecasts.
• Support to prepare donor financial reports on time and in each donor's required format.
• Support annual budgeting, project budget preparation for proposals, and budget monitoring.
• Ensure the advances withdrawn are duly approved and are within the advance holders authorized limits
• Preparation of variance reports on spending plan verses actual expenditure on a monthly basis.
• Responsible for efficient archiving of all finance documents and that location of documents is clearly documented and archived for easy retrieval
• Support the audit process and perform other relevant duties as and when assigned.

B. Administration support

• Support office operations:utilities, supplies, equipment, IT support and facilities.
• Support recruitment and onboarding logistics.
• Support with office purchase requisitions.
• Coordinate travel,accommodation, meetings and events for staff and visitors.
• Keep an organized filing system(physical and electronic) for operations.
• Maintain the fixed asset register and support procurement in line with the procurement policy.
• Prepare staff meeting agendas and briefing packs, circulate minutes, and follow up on action points.

C. Executive Assistant to the Executive Director

• Manage ED's calendar,appointments and travel, prioritizing competing demands.
• Draft letters, memos and briefs for the ED's review.
• Prepare for ED's meetings: Agendas, briefing packs, follow-up on action points.
• Arranging meetings, receiving and attending to EDs visitors.
• Perform any other duties as maybe assigned by the Executive Director.

Qualifications and competencies

Education and certification

• Bachelor’s degree in commerce,Finance, Accounting, Business Administration or equivalent.
• CPA or ACCA at least Part II /Section 2; full qualification and experience in banking is an added advantage.
• Training in executive assistance functions is an added advantage.

Experience

• At least 2 years in finance and administration, preferably in an NGO or donor-funded organization.
• Experience using ERP systems for financial and accounting operations is an advantage
• Experience managing restricted large funds and preparing expenditure reports.
• Experience supporting senior executives is an advantage.

Skills and Competence

• Strong working knowledge of accounting software and advanced Excel.
• Sound knowledge of Kenyan tax,payroll and statutory requirements.
• Excellent organization and time management; able to juggle finance deadlines and executive requests
• Clear written and spoken English; strong drafting and minute-taking skills.
• High integrity, discretion and ability to handle confidential information.
• Proactive, detail-oriented and able to work with minimal supervision.

Hiring Requirements

As part of our standard hiring process for new employees, employment will be contingent upon successful reference checks and availability of funding.

Candidates must supply an email and telephone contact that will be used when offering interviews. Only shortlisted candidates will be contacted. Shortlisted candidates shall be required to produce ORIGINALS of their National Identity Card, academic and professional certificates, original transcripts and testimonials, detailed curriculum vitae and valid clearance certificate(certificate of good conduct).

Inclusion Statement

AHADI is committed to a policy of equal employment opportunity and does not discriminate in the terms, conditions, or privileges of employment or fair treatment on account of race, age, sex, national origin, religion, or disability or otherwise as may be prohibited by law.

Women and other underrepresented minorities in the field of public health analytics are especially encouraged to apply.

Applying

Apply for this role by submitting a cover letter and CV to careers@appliedhealthanalytics.orgor through the form below. Cover letters and CVs are accepted in English. Templates for putting together an effective CV (English, French) and cover letter (English, French) are available for download. Guidance for interviews is also available for download in English and French.

If selected for interview, candidates are welcome to interview in their preferred language. Please indicate your language of choice beforehand so we can accommodate any translation needs.

Candidates with visual and/or hearing impairments will be accommodated during the interview process, and if hired, during employment. Please indicate during the interview scheduling process what accommodation you will require

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