Position Summary
The Finance Associate is responsible for organizing and coordinating office and finance operations and procedures in order to ensure organizational effectiveness and efficiency.
Supports operations by; planning, organizing, and implementing administrative systems.
General accounting and financial reporting duties are also encompassed in this position.
Description of Duties
General Operations and Finance
Communicate (both in verbal and written form) with clients, client suppliers, vendors, and other contacts
Ensure completeness, accuracy, and timeliness in the processing of various teams’ operations requests
Act as first line of responses to inquiries at ZanaAfrica’s office, website, email and phone enquiries
Monitor and conduct office operations including typing, filing and maintaining the record system for soft- and hard-copy files
Assists with the set-up, maintenance and filing of office policies and procedures _HR Registry
Update internal operation procedures document as needed.
Purchase supplies and equipment as authorized
Monitor office supply levels and reorder as necessary with project and program teams
Maintain historical records by accurately filing receipts, financial documents, lease agreements and donor agreements
Preparation of monthly bank reconciliations and filing of NHIF and NSSF on a monthly basis
Finance and Accounts
Co-Develop system to account for financial transactions by establishing reconciliation templates and per diem rates
Processing supplier payments, ensuring supporting documents are in order and approvals obtained
Balances general ledger by preparing the trial balance; monthly reconciliation of all petty cash
Conduct periodic reconciliations of all petty cash accounts to ensure accuracy and effectiveness
Reviewing petty cash and cash advance reconciliations ensuring that all payments have valid supporting documents
Prepare financial reports by collecting, analyzing, and summarizing account information and trends
Issue financial statements as needed to the FM and Maintain an orderly accounting filing system
Tracing all mobile money receipts to the Lipa-na-Mpesa Statement and Ensuring that all Lipa-na-Mpesa withdrawals have been fully accounted for and posted into quickbooks
Review all debits in the bank statements to ensure that they have been captured and balance
Verifying all payment vouchers for accuracy and completeness before processing and posting into the accounting System – QuickBooks
Ensure proper documentation of all payments to staff and generate monthly pay slips
Manage accounts payable and manage accounts receivable including Prepare weekly financial reports
Review for compliance with donor and organizational policies/guidelines on all payments
Assists in quotation sourcing for various procurement items as and when required for different teams
Provide financial and compliance guidelines to other members of staff
Other duties as assigned by senior management through the FM
Data entry and maintenance of disbursements and distribution records of the product
Assisting in managing correspondence between the sales team and their clients
Manage the warehouse stock inventory and coordinate storage space maintenance with office assistant
Works with the Product Development team for asset and inventory management at both office, stock points and warehouse
Maintain clear and accurate operations documents/procedures for reference purpose
Take lead in regular stock taking and updating of the Inventory records
Decision Making
For routine decision making to be guided by generally accepted accounting principles and organization rules
and regulations. Refer to COO on issues out of normal policies and procedures.
Responsibility over data or information:
Has access to important and highly confidential information. (Ensure to sign our Non-Disclaimer and Confidential Policies)
REQUIRED QUALIFICATIONS
Professional qualifications
CPAIII /ACCA III qualifications, CPAIII and Degree in Finance, Accounting, or closely related field is PREFFERED.
Relevant Experience and Key skills:
Experience in managing Not for Profit Accounts
At least 3 years of experience performing responsibilities required for the position and demonstrating progress in the role.
Audit experience and managing of grant funds is desirable
Experience in the use of the QuickBooks Accounting Software.
