Job Title: Finance and Administration Officer
Reports to: Executive Director
Location: Nairobi
Who We Are:
Polycom Girls, formerly known as the Polycom Development Project is a Pan-African feminist women led organization based in Kenya that was started in 2004 in response to the sexual violence and exploitation faced by young girls in Kenya. We have for more than 2 decades, worked closely with schools, local education authorities and communities to improve the lives of adolescent girls and women in their diversity.
Over time, Polycom has built trusting relationships with the community, enabling us to integrate complex issues such as social injustices, child protection, GBV and SRHR into our work as well as programming. Our work is summarized under one word “G-PENDE” (which means to love yourself) thus promoting self- worthiness and appreciation among trans women, women and girls. We are keen to bridge the gap and connect local realities of women and girls in their diversity to regional/global processes and decisions. Over the last 2 decades, we have worked with women’s rights organizations, civil societies, governments, and private sector, developing strategies, partnerships, programs, community and policy dialogues for promotion and protection of gender equality and inclusivity across the Country and in Africa.
At Polycom Girls we are committed to empowering communities and fostering positive change through innovative solutions and collaborative partnerships. Our purpose is to sustainably mobilize, consolidate and amplify voices of women and girls in their diversity through collaborative activities that influence sustainable positive change/policy on issues that affect their lives, enhance educational opportunities, promote environmental sustainability, advocate for social justice by providing resources, support, and advocacy to those in need. We strive to create a more equitable and sustainable future, where every individual has the opportunity to thrive and contribute to a vibrant community. Together, we aim to inspire action, drive impact, and transform lives for generations to come. Our Impact is to have a society of empowered girls and women who are effectively contributing to the development of their communities.
What We Can Achieve Together:
Reporting to the Managing Director, the Finance and Administration Officer will oversee and manage comprehensive financial operations, including the development and monitoring of budgets that align with the organization’s strategic goals. They will maintain accurate financial records and generating insightful reports, the officer will provide critical data that informs strategic decision-making and resource allocation.
Specifically, the Finance and Administration Officer
Maintain up-to-date knowledge of local government requirements related to financial matters, ensuring compliance with tax regulations and other legal obligations.
Oversee adherence to local statutory financial requirements, including vendor tax withholdings and timely submissions of returns to agencies like the Kenya Revenue Authority and National Social Security Fund.
Review and approve payments to ensure completeness, adherence to procurement procedures, and timely processing for vendors and beneficiaries and post in QuickBooks.
Ensure accuracy and compliance of payroll data, including tax withholdings, and review payroll before processing.
Review cash and bank transactions, ensure accuracy of payment vouchers, and conduct weekly cash counts with proper documentation.
Maintain compliance with company policies and local laws regarding record retention, ensuring systematic filing and access control for financial records.
Supervise bank account activities, establish cash movement policies, in compliance with Central Bank of Kenya requirements.
Supervise the bank reconciliation and sign off on the 10 th of the following month. Ensure reconciling items are cleared from the system within a reasonable time.
Maintain the chart of accounts and ensure accurate and up to date records for accurate reporting and auditing purposes.
Develop, monitor, and manage the annual budget for Polycom Girls, ensuring alignment with strategic goals and regular updates to stakeholders.
Prepare and present detailed management reports, including projects budget variance analysis, income statements and cash flow statements, to the Managing Director and Board of Directors by the 20th of the following month
Assist in preparing grant proposals budgets and monitoring grant expenditures for compliance with funding requirements and Polycom Girls Policies.
Manage administrative functions such as office management and procurement to ensure smooth organizational operations.
Assist in the recruitment, onboarding, and training of staff of Junior finance staff and interns, and managing payroll and benefits administration.
Work with program leads to provide financial insights and troubleshoot technical issues, while – overseeing in organizing events and workshops hosted Polycom Girls.
Offer capacity building training to non-financial staff to ensure understanding of Polycom Girls finance, administration and procurement policies.
Continuous review of the policies and advise when updates are required.
What You will bring:
Bachelor degree in Finance, Accounting, Business Administration, or a related field is required.
Professional Certification Certifications such as CPA (Certified Public Accountant) or ACCA (Association of Chartered Certified Accountants) are advantageous.
Minimum of 3-5 years of experience in financial management and administration, preferably in the nonprofit sector. Prior experience in administrative roles, including office management and HR functions, is beneficial
Strong understanding of financial principles, budgeting, and accounting practices.
Ability to analyse financial data, identify trends, and make data-driven decisions.
High level of accuracy and attention to detail in financial reporting and documentation.
Excellent verbal and written communication abilities, with the capacity to present financial information clearly to non-financial stakeholders.
Proficiency in financial management software (e.g., QuickBooks, Sage) and Microsoft Office Suite, particularly Excel for financial modelling and reporting.
Strong organizational and time management skills, with the ability to manage multiple tasks and deadlines effectively.
Experience in managing grants and understanding donor reporting requirements is advantageous.
Our Outcomes
1 Reduced violence against girls and women in Kenya
2 Welfare and agency of women and girls in Kenya
3 Equitable access to safe water, Sanitation and Hygiene facilities for girls and women
4 Economic Empowerment and Economic Justice for girls and Women
5 Peace and Security for Girls and Women
6 Boys and Men rising as Gender Champions
7 Climate Justice, just transition, and locally-led adaptation measures inclusive of girls and women
How to Apply:
Interested candidates are invited to submit their CV and a cover letter detailing their qualifications and relevant experience to info@polycomgirls.or.ke by Friday, October 11, 2024. Please include “Finance and Admin Officer Application” in the subject line.
Polycom Girls is an equal opportunity employer. We encourage applications from candidates of all backgrounds.