Finance and Administration Officer at International Tree Foundation

  • Full Time
  • Nairobi

International Tree Foundation

The objective of this post

  • To support the accurate, efficient and effective management of ITF’s finances, HR and facilities.

Reporting

  • This position reports to the Finance Manager.
  • This role works closely with colleagues across ITF including the other Finance and Administration Officer. The two roles will lead on different areas but also be able to cover each other’s work as required.

Staff responsibilities

  • None

Main duties and responsibilities

  • Keeping the finances of the organization up to date

This may include:

  • Ensure efficient processing and record keeping of funds received and payment of invoices on our accounting system (Quickbooks)
  • Where required, support fundraising colleagues with effective tracking and reporting of donations via the ITF website and other platforms/giving mechanisms
  • Work with Corporate team to ensure receipt of donations – raising invoices where necessary and ensuring timely payment
  • Support with Gift Aid claim process
  • Process purchase invoices, prepare for approval and process payments.
  • Deal with queries as required
  • Reconcile all bank accounts and funding platform income monthly
  • Prepare month end journals for prepayments, accruals, depreciation etc. in collaboration with the Finance Manager
  • Prepare financial reports for senior management/board in collaboration with the Finance Manager
  • Act as back up in the management of all aspects of payroll, processing UK payroll and coordination with payroll bureau for Africa team payroll
  • Review, process and track payments to partners
  • Assist the Finance Manager with the preparation of audit working papers and other matters relating to the annual accounts as required
  • Handle finance-related queries from the team
  • Support the continual improvement of ITF’s financial systems and ways of working
  • Ensuring the smooth administration of the organisation

This may include:

  • Provide back up support to ensure day to day functioning of ITF facilities in liaison with landlord, acting as joint ITF Tenant Rep with support and oversight from the Finance Manager
  • Work with ITF’s IT consultant & Finance Manager to ensure staff have access to appropriate IT
  • Jointly handle incoming/outgoing post with Comms team
  • Jointly manage the ITF finance@ email account, replying to enquiries and forwarding to other team members
  • Liaise with external agencies such as mailing houses, data handlers etc. as required
  • Support the organisation of meetings and events (quarterly Board Meetings, Annual General Meeting, staff away days, etc) as required
  • Ensure stationery and other supplies are maintained and purchased at the most cost-effective rates and consistent with ITF environmental policies.
  • Support the programme and fundraising teams with occasional admin support (e.g. contract signing / filing, support with mailings/envelope stuffing as required)
  • Support the Finance & Administration Officer with compliance with health and safety and data management – under supervision from senior management
  • Support the Finance & Administration Officer in their role as ITF’s Data Protection Lead
  • Support the continual improvement of ITF’s administrative systems, policies and ways of working Human Resources

This may include:

  • Provide back up support to the onboarding of new starters and processing of leavers to ensure all relevant steps are followed – maintain/improve checklists
  • Support the coordination of induction and training of staff
  • Ensure Annual leave, sickness and other absence record are maintained.
  • Coordinate probation reviews/meetings and annual review scheduling.
  • Support in the maintenance and continuous improvement of all personnel and other HR files
  • Support the continual improvement of ITF’s HR systems and ways of working
  • Assisting with the administration of grants and programmes

This may include:

  • Support the Finance Manager in the preparation of financial information for the production of project and programme budgets and reports
  • Providing Executive support as required

This may include:

  • Act as back up to the CEO PA support in the arrangement of meetings including booking venues and sending meeting reminders
  • Provide back-up administrative support to the Chief Executive, Trustees and Managers as required

Other duties

  • Participate and contribute to staff team meetings and activities
  • Organise and attend off-site events as directed from time to time
  • Undertake other responsibilities not outlined above which are commensurate with a role of this nature and which have been discussed and agreed with the line manager.
  • Contribute towards developing a supportive working environment, and demonstrate a commitment to professionalism and respect, transparency and accountability and uphold quality standards as outlined in policies and procedures, and in compliance with ITF’s Diversity and Equal Opportunities Policies

Knowledge and experience

  • Experience of financial transaction processing (purchase ledger, income processing and bank reconciliations) (essential)
  • Working knowledge of month end processes (fixed assets, prepayments, accruals journals) an advantage (desirable)
  • Experience of handling overseas payments and foreign currency transactions an advantage (desirable).
  • Experience in undergoing year end audits would be an advantage (desirable)
  • Knowledge of HR policies and procedures (desirable).
  • Experience in liaison with IT consultants to coordinate IT support to colleagues (desirable).

Skills and abilities

  • Effective financial processing / bookkeeping skills (essential).
  • Excellent administrative and organisational skills with the ability to coordinate activities (essential).
  • Ability to work independently with light supervision, manage time effectively and flexibility and prioritise workload (essential).
  • Ability to communicate effectively and sensitively both verbally and in writing with a range of people, including colleagues, funders, grantees, contractors and Trustees (essential).
  • Good literacy, numeracy and IT skills including the ability to use cloudbased financial software (experience of using QuickBooks – desirable) and comfortable using Excel with keenness to develop those skills (essential).
  • Alignment with ITF’s values

Qualifications

  • At least two years’ experience in a finance role
  • Accounting qualification, e.g. AAT (full or part qualified or studying for)
  • Or ‘qualified by experience’

How to apply
Application deadline: Wednesday 25th October 2023, midnight.
Interview date: W/C 30th October 2023 (likely 1st November)

Method of Application

To apply, please send a cover letter (no more than two pages) and CV to jobs@internationaltreefoundation.org

To apply for this job please visit internationaltreefoundation.org.