Jobs at Chemonics International

Job Summary:

• The incumbent will be responsible for the efficient coordination of procurement and administrative functions at the Activity. S/he will be well versed in general administration and procurement guidelines. S/he will ensure close functional collaboration with other unit staff to enhance efficiency provision of services and accountability.

Duties and Responsibilities:

• Process requisitions for the procurement of goods and services, including requesting for quotations, preparing and facilitating approval of quotations analysis report, and issuance of Local Purchase Orders (LPOs)/contracts/agreements.
• Place orders with the selected suppliers and follow up on the delivery of good and services, as per the order specification.
• Track the status of all procurement transactions in the Procurement tracker.
• Liaise with Finance team to process payments for all goods delivered and services rendered.
• Reconcile vendors Statement of Accounts.
• Maintain proper procurement records, including electronic and hardcopy procurement files for each purchase and tracking the usage of suppliers.
• Provide administrative and logistical support to conferences, workshops and meetings.
• Ensure all required records are maintained, complete and up to date and in line with PSM requirements.
• Support with archiving of operations related records electronic and hardcopy formats.
• Make relevant hotel reservations and liaise with vendors as appropriate.
• Coordinate logistical support for staff.
• Perform other day-to-day administrative duties at the Nairobi office

Qualification and competencies

• Bachelor’s degree in Purchasing and Supplies Management, Business Administration or related field from a recognized institution.
• Minimum of three (3) years work experience in an equivalent capacity.
• CIPS or KISM certification is an added advantage.
• Sound knowledge and experience with donor rules and regulations i.e. USAID.
• Interpersonal skills and the ability to communicate effectively at all levels (written and verbal)
• Self-starter with strong organizational skills
• Excellent interpersonal and communications skills.
• Ability to work in a team environment is a must.
• Ability to exercise confidentiality and high levels of professionalism.

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Principal Duties and Responsibilities (Essential Functions)

• Review and make payments and ensure that all supporting documentation and approvals are accurate.
• Enter all accounting transactions into the accounting software (Abacus) and ensure proper coding.
• Support with monthly payroll processing.
• Ensure VAT refunds from the approved DA1 forms are paid by vendors on tome and follow up on VAT refunds due from the vendors.
• Monitor and update the VAT tracker.
• Prepare the Foreign Taxes Report.
• Prepare coding sheets before submission to Senior Accountant for review and Chief of Party for approval.
• Support the Senior Accountant and Finance/Accounts Specialist in subcontractor management by reviewing and monitoring monthly subcontractor invoices.
• Facilitate provision of information and documentation during audits.
• Review Travel Advance Requests (TAARs) and expense reports (ERs) for accuracy and completeness.
• Prepare bank reconciliation and make sure all reconciling items are cleared.
• Supervise filling and updating of financial documents in share point and hard copies in line with finance and office procedures.
• Conduct petty cash spots checks and prepare a reconciliation report (Cash held in the cash box & payment vouchers).
• Ensure accuracy and compliance with VAT reporting requirements.
• Ensure all transactions are in compliance with USAID and Chemonics rules and regulations.
• Perform other duties as assigned to achieve the Project’s goals and objectives.

Job Qualifications

• Bachelor’s degree in accounting, Business or Commerce, or related field.
• Minimum of CPA part 2 qualifications.
• Strong knowledge and understanding of USAID rules & regulations
• A minimum of 3 years of experience in accounting with an INGO.
• Computer literacy in word processing, spreadsheets and preparation of graphs, tables, charts with Microsoft Office (including Word, Excel, and PowerPoint)
• Thorough knowledge and understanding of the accounting principles, practices, standards and laws & regulations.