Accounting & Administration Officer (School)

Full Job Description

Location: Kahawa Sukari, Nairobi

Reports to: School Director

A private Catholic Pre-School is recruiting a professional and entrepreneurial Accounting & Administration Officer to join their School.

Job Summary: Manage the administrative, financial and premises functions within the School. As a member of the School Adminsitrative Team, report and advise on School finances.

Key Duties and Responsibilities

General 

• Comply with policy and procedures regarding Confidentiality, Child Protection, Sexual Harassment.
  

• Respect the confidentiality of all matters relating to the School, staff, pupils and families.
  

• Attend appropriate training courses.
  

• Maintain all relevant documents, logs, records relating to the School Finance Office.
  

• Attend Staff Meetings and other Meetings as directed by the School Director.
  

• Participate in monthly supervision and annual performance management/appraisal. 
  

Main duties

• Attend School Administrative Team meetings and contribute at a strategic level to financial planning, resources, staffing, personnel, systems, marketing and site management.
  

• Ensure that efficient and effective arrangements and procedures for financial matters are in place within the School, are understood and followed by the staff and are monitored on a regular basis.
  

• Monitor, evaluate and improve the operations of the departments - Kitchen, Transport, Cleaning, IT, Secretariats, Accounts - always ensuring high quality service with careful financial checks.
  

• Make recommendations to the School Management on maintenance of buildings, all assets (including but not limited to property, plant, equipment, furniture, vehicles) and follow up on construction, maintenance works.
  

• Contribute to the development of the School Strategic Plan.
  

• Advise on the preparation of the School Budget in conjunction with the Director, BOM Finance Committee and the School Administrative Team.
  

• Oversee the production and updating of School financial procedures in accordance with financial regulations and audit requirements.
  

• Monitor School bank accounts.
  

• Maximize income generation within the ethos of the School. Manage all income generating schemes including bursaries, farm project etc. Advise the Director on investment and financial policy, preparing appraisals for particular projects as requested and appropriate.
  

• Ensure timely, effective and efficient collection of School fees.
  

• Liaise and negotiate with providers of goods and providers of services and third-party contractors in consultation with the Director and School Adminsitrative Team. Conduct regular reviews of arrangements with contractors to endure Best Value for money and high standards of service from contractors.
  

• Monitor and control spending and budget and advise the School Adminsitrative Team accordingly in order to avoid overspends.
  

• Manage the inventory of the School, checking on the depreciation of the assets and making recommendations about the disposal/acquisition of assets. 
  

• Manage the School’s bus fleet (assets, personnel, fueling, maintenance, cost effectiveness).
  

• Make recommendations to the school Management for improvement of facilities.
  

• Ensure that Occupational Health and Safety Policy and Procedures are adhered to.
  

• Maintain up to date files electronically and/or in print of all administrative systems, such as: student records, staff records and archives. 
  

• Act as the First Supervisor for the support staff of the School, ensuring appropriate supervision and deployment and conducting periodic appraisals.
  

• Generate ideas on income generation schemes.
  

• Produce budget statements for Director and BOM.
  

• Prepare accounts for Auditing in conjunction with the Accountant.
  

• Assist with whole school events (including, but not limited to, Thanksgiving Day, Talent’s day, etc.).
  

The above statements are intended to describe the general nature and level of work being performed by the incumbent of this job. They are not intended to be an exhaustive list of all responsibilities and activities of the position.