FINANCE & ADMIN OFFICER

Job Title: Finance & Admin Officer

Purpose of the Role

The Finance & Admin Officer at the Diocese of Marsabit Secretariat will oversee financial management, budgeting, compliance, and administrative functions. The role ensures fiscal control, financial reporting, and policy adherence while supporting procurement, payroll processing, human resource management, and internal audits. Additionally, the officer will safeguard diocesan assets, maintain financial integrity, and oversee compliance with labor laws, tax regulations, and safety standards.

Key Responsibilities

• Ensure the secretariat performed within established budgetary parameters including performing cost control activities, monitoring revenues and expenditure , and ensuring sound fiscal control
• Leading in the development of a realistic annual budget and covering all expenditures
• Implement the financial strategy approved by the Bishop and Finance Council.
• Ensure monthly and other annual periodic financial reports are forwarded to the management of the diocese within the stipulated deadlines
• Ensure all financial reports are well-checked for accuracy before submitting them to management
• Ensure financial records are maintained in compliance with accepted policies and procedures
• Provide any other financial information as requested and respond to any other financial queries
• Participate in the procurement process at the secretariat and ensure that proper procurement procedures are followed
• Conduct internal audits of various accounting records
• Evaluation of receipt and expenditure forms to ensure compliance
• Ensure proper setup and running of the accounting system
• Preparation of audit files, maintenance of audit trails, and provides information to financial auditors
• Ensure strong systematic capacity-building support for the Account Assistant
• Safeguard the funds, assets, and other properties of the secretariat
• Review and evaluate internal controls systems that ensure the financial integrity of the Secretariat and ensure these controls are strictly adhered to at all times
• Consolidate and share financial reports and audited annual financial reports
• Plan, organized,d and implemented financial accounting and executed financial tasks of the secretariat and made estimates of funds required for the long-term financial objectives of the secretariat
• Processing of Diocese of Marsabit consolidated Payroll every month
• Processing all statutory deductions and filing them every month (PAYE.NSSF, SHA, Affordable Housing Levies)
• Submitting and filing Value Added Tax (VAT) and Withholding Taxes of the diocese.
• Updating employee information in the HR system
• Generating employee’s pay slips every month.
• Processing P9 for staff at the end of the year.
• Liaise with diocesan institutions on payroll preparation and submission to the secretariat for processing on time.
  • Provide oversight of the provision of human resources services, policies, and programs including HR/Payroll systems, staffing requirements, and processes
• Ensure compliance with OSHA legislation, policy, systems, and processes to contribute to a culture of safety, quality improvement, and compliance
• Coordinate and ensure compliance with Labour Laws, ensuring harmonious Industrial and Employee relations, diversity, and inclusion standards.
• Monitor the safety and security of all vehicle assets.
• Oversee all administrative operations and functions to ensure a high-level support and service to the organization, partners, and clients
• Constantly review and ensure innovative approaches to public communication and relations
• Submit returns to government agencies
• Liaise with bankers, donors, and development partners including external auditors

Education and Experience

• Bachelor’s degree in Commerce finance option, Human Resources Management, /Leadership, Business Management CPA- evaluation, and/or other relevant fields
• Minimum of 4 years experience with a certification from professional bodies such as ICPAK
• A relevant qualification in Finance Management and/or Business Management.
• Strong demonstrated expertise in fostering and role modeling a culture aligned with the values of the Secretariat
• Demonstrated ability to effectively manage operational systems for community service organizations.
• Excellent written, verbal, and oral communication.
• Advanced IT and Microsoft Office Suite skills.