Finance and Procurement Officer

MEDA’s work is built on a foundation of Mennonite business roots and faith-based values, within the global context of the UN Sustainable Development Goals. We believe business solutions are effective interventions to address poverty. Through a market-systems approach and strategic partnerships, MEDA enables access to finance and provides business and technical expertise to build transformative agri-food market systems that create decent jobs, allowing traditionally excluded groups to become active participants in a sustainable economy. MEDA welcomes all who share our values and want to join us in our mission. To find out more about MEDA, please visit our website at www.meda.org.

MEDA is looking for a Finance and Procurement Officer (FPO) to assist the Finance and Administration Director in managing the day-to-day financial operations within the organization.

Start Date: February 1, 2024

Key Responsibilities:

Cash and Vendor management

• Prepare monthly cash need to inform Cash request.
• Review of procurement documents to ensure appropriate bidding, invoices, delivery notes before payment.
• Prepare payment vouchers and cheques for approved payments.
• Verify petty cash expenses and support documents from all MEDA site offices.
• Maintain a vendor register and associated MOUs.
• Maintain contract register.

Procurement

• Act as the secretary to the procurement committee
• Convene all procurement committee meetings.
• Procurement of office requirements - Ensure procurement policies and procedures are adhered to for all purchases made.
• Procurement documentation – In conjunction with the members of the procurement committee, raise request for quotation, prepare bid analysis and prepare minutes to the procurement committee meetings.
• Raise local purchase orders and service contracts for all awarded job.

Asset and Inventory Management

• Maintain accurate records for all the fixed assets / inventory monthly.
• Prepare monthly depreciation schedule.
• Conduct quarterly asset verification exercise.
• Review office inventory records before replenishment avoid pilferage or wastage.
• Review vehicle fuel monthly usage and recommend for card top-up.

Staff advances Management

• Review all staff travel advances and reimbursements.
• Review staff travel expense reports with a kin eye on authenticity of receipts and expense approvals.
• Ensure timely payment of staff advances and claims.
• Reconcile staff advances accounts.

Other duties

• Assist in preparing financial reports.
• Assist with collecting financial information for the monthly, quarterly, and annual
• Assist with the implementation of the audit plan & ensure all documents are in order.
• Support the finance team members when absent, as may be delegated from time to time in writing; performing reconciliations, reviewing internal finance documents, making internal control recommendations, and closing matters as needed.
• Implementing internal controls & policies to comply with donor & GOK requirements
• Assist in sub-grantees management process; budget reviews, financial reporting, capacity assessment, capacity building, audit, funding and ensuring compliance to internal policies, Government of Kenya laws, MEDA and donor regulations.

Any other duties and/or requirements as assigned

Job Requirements for All Staff:

Organizational Policies and Procedures

• Ensure and adhere to all MEDA management, professional, finance, audit, legal, human capital, security, corporate and other policies as required
• Prepare quarterly and other required internal reports and planning documents
• Complete and participate in all training as required

Organizational Culture

• Appreciation, understanding and commitment to MEDA’s mission, creating business solutions to poverty
• Demonstrate MEDA’s Core Performance Values: Collaboration, Respect, Entrepreneurship and Accountability

Image and Engagement

• Adherence and demonstration of MEDA image according to MEDA values
• Comply with board approved brand strategy
• Promote MEDA thorough speaking engagements, media appearances and convention as require

Position Qualifications:

• University degree in Accounting or business related field.
• CPA certification-At least CPA2
• At least 3 years of experience working at a similar role, preferably within a donor funded project/organization. Advanced use of MS office packages, and database management tools.
• Demonstrated experience working with different accounting software, and ability to learn quickly on the job.
• Communication: Fluency in written and spoken English and Swahili

Additional Qualifications:

• Appreciation and support of MEDA’s mission, vision, and values
• Understanding and appreciation of business principles, international development and MEDA’s approach of creating business solutions to poverty
• Ability to use technology in day-to-day task execution.

This job description may be reviewed, revised and updated as required to meet department and/or organizational objectives.

APPLICATION DEADLINE: Monday January 8, 2024 at 5:00 PM local time in Kenya

Keywords

FinanceProcurementOfficerCashVendormanagementProcurementAssetInventoryStaff advancesFinancial reportsInternal controlsSub-grantees management