Career Opportunities at Plan International

The purpose of this position is to process payments and transactions in line with the corporate financial system.

Dimensions of Role

The post holder is based at the Country Office and reports to the Country Finance Manager. The post holder may also support the finance staff in the Program Units (Pus).

Accountant Job Key Responsibilities

• Review all financial commitments and payments requests to ensure compliance with Plan Policies and procedures.
• Process all financial transactions in in the SAP to enable accurate financial reporting and monitoring.
• Prepare reconciliation of all balance sheet accounts on a monthly basis to ensure exceptions are identified and dealt promptly.
• Prepare financial management reports on a monthly basis and provide information to the management for decision making.
• Perform physical verification of Assets at least once per year to ensure that all assets are accurately recorded.
• Maintain and manage achieving of financial documents to safe guard financial records and audit trails.
• Prepare monthly payroll and all the related statutory returns; compute staff separation benefits and ensure and periodic PAYE returns are done to ensure adherence to the approved Plan P & C policies, Employment Law and Tax Laws.

Qualifications for the Accountant Job

• CPA (K) or other professional qualification in accounting.
• B.com or any accounting related discipline.
• At least 3 years accounting experience (preferably in INGO).
• Well versed in computerized accounting packages.

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Dimensions of the Role

This role provides a learning opportunity for the incumbent as they support in procurement of goods and services by making timely and cost-effective buying decision that secure value for money to the organization.

Procurement Graduate Internship Responsibilities

• Review of purchase requisitions to ensure specifications on request meet market standards and user requirements.
• Contract preparation and management
• Negotiations with vendors for the best prices in the market and quality services/goods to ensure Plan
• International gets value for money.
• Processing of procurement transactions in SAP i.e request for quotation, purchase orders, goods receipt notes etc.
• Preparation of accurate and quality monthly and quarterly procurement reports
• Keep proper and up to date filing system for all procurement documents for ease of reference.
• Maintain and regularly update suppliers/ services providers databank
• Accurately update procurement tracker on weekly basis and share the same with user departments.
• Expedite timely delivery of goods and services to ensure timely and quality project implementation.

Qualifications for the Procurement Graduate Internship

• Graduates from Kenyan universities/reputable colleges
• Must have completed studies in a relevant field of study within the last 24 months.
• Graduates who are below 25 years old and willing to commit their time on the program for the entire year
• Demonstrated good character, creativity, honesty, positive attitude and ability to learn
• Graduates who are currently not in employment
• Bachelor’s degree in Purchasing and Supplies Management, or Bachelor of Commerce/ Business
• Administration (Procurement option)
• CIPS certification is an added advantage
• Analytical and cost-effective decision making
• Demonstrate high level of integrity
• Excellent proficiency in SAP procurement
• Ability to work effectively and efficiently in a team
• Excellent negotiation skills
• Good communication and interpersonal skills
• Ability to analyse and interpret complex tender details
• Presentation and public speaking skills.

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Purpose

The Logistics & Admin Coordinator has overall responsibility of ensuring efficient and effective organization and coordination of day-to-day operations of Kisumu Program Unit (PU) and Kisumu Hub.

S/he is directly accountable for supporting the Program Unit in managing administrative functions including fleet management, security operations, Occupational Health & Safety (OH&S), property/asset management, storekeeping and warehousing and proactive front end program support to meet project needs and requirements in compliance to donor grants and Plan procedures and systems.

This JD outlines the main areas of duties and accountabilities and if requested by the Area Manager or Program Director will provide program support where appropriate.

Logistics & Admin Coordinator Job Responsibilities

Office Management and General Administration

• Supervision and oversight of the front office operations that ensures a clean, hygienic and risk-free working environment in line with occupational health and safety guidelines.
• Participates in ensuring the smooth functioning of the unit. Recommends procedural changes, improves program and service quality by devising new applications; updating procedures; evaluating system results with users to enhance efficiency of operations.
• Collaborates with others in establishing work priorities, anticipating program requirements and follows up on ensuring appropriate implementation of policies and decisions made by management.
• Oversee and coordinate efficient use of office consumables, inventories and equipment.
• Evaluates adequacy of office space requirements, identification of office technology needs and maintenance of equipment, software and systems, coordinating enhancements as necessary.
• Ensuring that contracts, leases and other agreements are properly maintained and updated.
• Organizing, arranging and coordinating meetings.
• Serve as security focal point person for the field office.
• Processing and logging administrative purchase requests in SAP for procurement action and ensure status updates from the procurement tracker are communicated to programmes in a timely manner.
• Facilitate issuance of approved LPOs to local vendors at PU level and follow up with them to ensure quality delivery of goods and/or services.
• Compilation & consolidation of accurate weekly, monthly & quarterly reports and submitting the same for management action in a timely manner.
• Ensure adherence to relevant Plan International policies by all staff in respective PU.
• Management of office petty cash float and adherence to set expenditure guidelines.
• Responsible for office book-keeping, filing, archiving and records maintenance.
• Ensure program support is provided to the program team in a timely and efficient manner.
• Provide IT support in liaison with the IT technical lead at the hub.

Qualifications for the Logistics & Admin Coordinator Job

• Degree in Business Administration or management
• At least 3 years’ of related experience in an NGO environment
• Experience reviewing current work processes and developing/implementing new methods and procedures to promote efficiency is highly desirable