About the Role:
The Finance Officer facilitates the efficient and effective financial and defined operational duties of FilmAid Kenya programmes. She/he ensures compliance with FilmAid Kenya Accounting and Finance policies and procedures, as well as grants contracts under the guidance and oversight of the Finance Manager.
Key Performance Indicators:
Ensuring timely end-month closure which includes data input, bank and petty cash reconciliations, journal entries, accounts payable, and receivable reconciliations.
Ensuring a smooth process and conclusion of the statutory audit and donor desk reviews
Provide support and training for program staff in the preparation of payment and petty cash vouchers and other related finance transactions such as travel accountability, interpretation of financial reports through regular visits, communication, and continuous staff on-job training.
Developing a clear filing system for all documents and tracking system for payments including the vendor balance reconciliation.
Timely submission of donor and internal reports to the Finance Manager for review
Checking, correcting, and ensuring proper authorization and documentation for all location’s transactions before inputting in Quick Books
Key Duties
FINANCE
Book Keeping and Accountancy
Ensuring timely and complete collection of monthly financial returns and documents.
Receive Invoices from the Admin Officer and Procurement Officer and place requests for billing and subsequently place cheque/payment requests.
Review petty cash vouchers and related backup documents for approval by the Finance Manager and managing Petty cash as needed.
Prepare and maintain monthly QuickBooks entries including Data input, reconciliations, and reporting of all program/project financial transactions, including deposits, disbursements, and receipts for their specific program. This will be completed on a monthly basis.
Posting of the location’s budgets and entries, in a timely and accurate manner.
Maintain communication and ensure timely payment of suppliers as well as obtain relevant documentation for transaction backup.
Coordinate financial planning and budget projections and regular budget revisions.
Provide recommendations for cost allocation for all location’s budgets
Provide support and training for program staff in the preparation of payment and petty cash vouchers and other related finance transactions such as travel accountability, interpretation of financial reports through regular visits, communication, and continuous staff on-job training.
Update and review various account reconciliations to ensure their correctness and give guidelines on how to resolve any differences. I.e. bank and system reconciliations.
Checking all programme’s cash payments to ensure accuracy and that all amounts are accounted for.
Discuss and prepare the necessary documentation for credit account opening with suppliers
Coding and posting journal voucher entries into the general ledger
System Implementation
Monitor, reinforce, and advise on the improvement of financial internal control systems
Implement and maintain FilmAid’s financial management strategies
Develop and maintain a clear filing system for documents
Develop and maintain a clear tracking system for payments
Checking, correcting, and ensuring proper authorization and documentation for all location’s transactions before inputting in Quick Books
Audits
Lead donor reviews for location programs
Assist in preparing for internal and external statutory audit
Financial Reporting
Draft the location’s financial reports to local and international donors and submit them to the Finance manager
On a monthly basis, meet with the field location’s Operations Officer to review the budget to actual reports to ensure the propriety of information
Report regularly on the financial status of the location’s programmes
Cash Management
Review and submit monthly cash projections from the location’s Operations Officer based on work plans to the Finance Manager
Ensure timely funds transfer of funds to the projects and for Administration
Regular review and monitoring of accounts payable, Accounts receivable, and petty cash functions
Monthly reconciliation of all bank accounts and Country Office Administration
OPERATIONAL & AND PROGRAMMATIC SUPPORT
Sit in the Procurement Committee and fulfill the following roles:
Confirm availability of budget
Ensure that needed items are included in the cash forecast and that cash is available within the credit period in liaison with FM
Ensure correct donor allocations of items being procured
Contribute to the process of the cost analysis by the procurement officer and ensure its reasonability
Ensure that the process fulfills ICS as required by finance including all required documentation to facilitate the processing of payments
Ensure that there is no influence or interest in the procurement process and that the final decision rests with the budget holders and senior management
Monitor, reinforce, and advise on the improvement of internal procurement controls
Maintain the integrity of the process and report any breach of the procurement system to the Management.
Receive invoices and place payment requests
Perform any other finance/procurement duties as prescribed by the Finance Manager
REQUIREMENTS
Qualification – Essential Skills and Experience
Bachelor of Commerce or Finance; Business Administration, or any relevant discipline
Qualification in certified public accounts (CPA) or Association of Chartered Certified Accountants (ACCA)
At least 3 years experience in finance preferably with a humanitarian organization
Commitment to humanitarian principles and action
Competencies
Strong communication and interpersonal skills
Self-organization and planning skills
Attention to detail
Ability to workunder pressure
Ability to travel to hardship areas
Honest and reliable
Ability to work alone and in a team
Proficiency in QuickBooks
Proficiency in MS Word and Excel
Interested and qualified persons with the required experience are invited to submit their applications with a Cover Letter, CV, and 3 references to jobskenya@filmaid.org on or before 29th September 2023 and clearly indicate on the subject line ‘Finance Officer-Nairobi.’Note that applicants who send letters of reference, testimonials, or any other documents apart from those requested will be automatically disqualified.Only short-listed candidates will be contacted.
Apply via :
jobskenya@filmaid.org
