Background

YATHU SACCO which is one of the affiliates of MUSCCO is looking for an energetic, self-motivated and enthusiastic person who wish to pursue a carrier in financial cooperatives development to fill the position of Finance, Administration and Human Resources Officer reporting to the SACCO Chief Executive Officer. The Finance, Administration and Human Resources Officer will be responsible for day-to-day operations of the SACCO in as far as finance, administration and human resources functions are concerned to ensure efficiency and timely delivery of quality services to members for sustainable growth of the SACCO.

Key Responsibilities

Major Duties, Responsibilities and Accountabilities:

Financial Management and Reporting

• Ensure that internal accounting and finance operations of the SACCO comply with the Financial Services and Financial Cooperative Act; international accounting standards and stakeholders’ obligations.
• Timely preparation of financial and management reports and analyses for internal stakeholders and year end preparation for external audits.
• Responsible for budget preparation, budgetary control, financial projections and cash flow projections.
• Production of variance analyses and reports and other SACCO financial reports and analysis as required.
• Ensure timely preparation of bank reconciliations, monthly schedules and analyses of all balance sheet items
• Ensure the maintenance of an up-to-date fixed asset register.
• Coaching and Supervising Finance department staff, reviewing and approving their activities on daily basis. The staff under finance are finance officers, cashiers and loan officer.
• Preparation of audit schedules and ensuring completion of external audit within the specified time lines.
• Ensure that member ledgers are always updated when a transaction has been done.
• Allocate cash to cashier/teller based on specified cash holding levels and monitor levels during the day to ensure adequate liquid resources for service delivery.
• Ensuring maintenance of petty and receipts cash books
• Ensure a good record keeping for accounts department.
• Monitoring and coordinating the implementation of audit recommendations.
• Monthly preparation of delinquency reports, monthly performance reports.
• Organize staff trainings on Finance and other areas
• Preparation of quality board packs and schedules and analyses as required by the board from time to time.

Human Resources Management

• Ensure that an appropriate system of confidential personnel files for the SACCO staff, containing key data, documents and correspondences relative to each employee’s contractual relationship is maintained and up to date.
• Ensure a satisfactory payroll system of the Office, including ensuring timely payment of salaries and remittance of payroll taxes and social security contributions (e.g. pension, insurance) withheld to the proper authorities, as required by the laws.
• Ensure that appropriate procedures are in place and are respected with respect to recruitment, dismissal, compensation & benefits, employment conditions, travels as per the SACCO policies and the human resources Manual.
• Handling employee grievances and all disciplinary issues.
• Manage future talent/professional needs, recruitments, retention, off-boarding and succession planning.
• Ensuring that all staff have offer letters, performance contracts in line with strategic plan and yearly plan.
• Conducting employee performance appraisals and producing reports on the same that provide direction in terms of best performance and poor performance as guided by the policies.
• Management of staff records.

Routine and General Administration

• Ensuring maintenance of up-to-date asset register.
• Ensuring identification and timely settlement of insurance premiums for all SACCO assets.
• Ensuring the use of accounting and management information systems (MIS) systems guidelines set by SACCO.
• Ensure that all laws with respect to taxes and duties are respected and that all authorized exemptions are obtained.
• Coordinating procurement and ensuring that all SACCO premises have necessary equipment and items to facilitate smooth working of employees.
• Ensure security and safety of staff and premises.

Other

• Carry out any other duties assigned from time to time

Qualifications and Requirements

The ideal candidate should have:

• Bachelor’s degree in either of the following; Business Administration, Business Management Accounting and Finance or Finance and Human Resources Management or any other business-related field plus 3 years’ experience.
• Excellent Written and oral Communication
• Constructive Feedback; coaching and mentoring skills
• Leadership skills that include staff motivation
• Focused on improving efficiency without compromising members service and quality
• Good organizational and time management skills
• Determination and the drive to work towards targets
• Knowledge and experience in organizational effectiveness and operations management implementing best practices.
• Excellent computer skills and proficient in Excel, Word, Outlook, and AccessComputer Hardware
• Excellent interpersonal skills and a collaborative management style.
• Budget development and oversight experience
• A demonstrated commitment to high professional ethical standards in a diverse workplace
• High performance culture
• Delegate responsibilities effectively

• Ensure that internal accounting and finance operations of the SACCO comply with the Financial Services and Financial Cooperative Act; international accounting standards and stakeholders’ obligations.
• Timely preparation of financial and management reports and analyses for internal stakeholders and year end preparation for external audits.
• Responsible for budget preparation, budgetary control, financial projections and cash flow projections.
• Production of variance analyses and reports and other SACCO financial reports and analysis as required.
• Ensure timely preparation of bank reconciliations, monthly schedules and analyses of all balance sheet items
• Ensure the maintenance of an up-to-date fixed asset register.
• Coaching and Supervising Finance department staff, reviewing and approving their activities on daily basis. The staff under finance are finance officers, cashiers and loan officer.
• Preparation of audit schedules and ensuring completion of external audit within the specified time lines.
• Ensure that member ledgers are always updated when a transaction has been done.
• Allocate cash to cashier/teller based on specified cash holding levels and monitor levels during the day to ensure adequate liquid resources for service delivery.
• Ensuring maintenance of petty and receipts cash books
• Ensure a good record keeping for accounts department.
• Monitoring and coordinating the implementation of audit recommendations.
• Monthly preparation of delinquency reports, monthly performance reports.
• Organize staff trainings on Finance and other areas
• Preparation of quality board packs and schedules and analyses as required by the board from time to time.
• Ensure that an appropriate system of confidential personnel files for the SACCO staff, containing key data, documents and correspondences relative to each employee’s contractual relationship is maintained and up to date.
• Ensure a satisfactory payroll system of the Office, including ensuring timely payment of salaries and remittance of payroll taxes and social security contributions (e.g. pension, insurance) withheld to the proper authorities, as required by the laws.
• Ensure that appropriate procedures are in place and are respected with respect to recruitment, dismissal, compensation & benefits, employment conditions, travels as per the SACCO policies and the human resources Manual.
• Handling employee grievances and all disciplinary issues.
• Manage future talent/professional needs, recruitments, retention, off-boarding and succession planning.
• Ensuring that all staff have offer letters, performance contracts in line with strategic plan and yearly plan.
• Conducting employee performance appraisals and producing reports on the same that provide direction in terms of best performance and poor performance as guided by the policies.
• Management of staff records.
• Ensuring maintenance of up-to-date asset register.
• Ensuring identification and timely settlement of insurance premiums for all SACCO assets.
• Ensuring the use of accounting and management information systems (MIS) systems guidelines set by SACCO.
• Ensure that all laws with respect to taxes and duties are respected and that all authorized exemptions are obtained.
• Coordinating procurement and ensuring that all SACCO premises have necessary equipment and items to facilitate smooth working of employees.
• Ensure security and safety of staff and premises.
• Carry out any other duties assigned from time to time

• Excellent Written and oral Communication
• Constructive Feedback; coaching and mentoring skills
• Leadership skills that include staff motivation
• Focused on improving efficiency without compromising members service and quality
• Good organizational and time management skills
• Determination and the drive to work towards targets
• Knowledge and experience in organizational effectiveness and operations management implementing best practices.
• Excellent computer skills and proficient in Excel, Word, Outlook, and AccessComputer Hardware
• Excellent interpersonal skills and a collaborative management style.
• Budget development and oversight experience
• A demonstrated commitment to high professional ethical standards in a diverse workplace
• High performance culture
• Delegate responsibilities effectively

• Bachelor’s degree in either of the following; Business Administration, Business Management Accounting and Finance or Finance and Human Resources Management or any other business-related field plus 3 years’ experience.