Reports to: Manager – Finance
Direct Reports: None
Liaises with:
Internally – Programmes and Programmes Support Unit
Externally – Bank, suppliers, Government Agencies, Auditors etc.
Contract Details:
Fixed Term Contract – Six (6) months with possibility of extension subject to availability of funds and performance
Monthly Starting Salary: Kes 96,308
Group Medical Cover (1 Principal)
Group Life Insurance Cover
WIBA Plus Insurance Cover
Paid Annual Leave
Job Summary: The incumbent will ensure that cash and bank transactions are made in a timely and compliant manner, supporting documentation will be checked for completeness, ensuring adequate authorization and coding prior to the issuing of the payments.
All payments will be recorded in cashbooks and bankbooks on a regular basis and supporting paperwork will be filed following Concern procedures.
Main Duties & Responsibilities:
Petty Cash
Issuing of cash in line with Concerns procedures & policies.
Filing all associated paperwork associated with such transactions.
Recording all transactions on an excel cashbook on a daily basis.
Ensure floats are cleared promptly
Ensuring the cashbox is stored securely during cash hours.
Ensuring cash is available in various suitable denominations.
Preparation of weekly cash counts for each currency at week-end reconciling cash balances to cashbook balances – ensuring all codes are fully input.
Preparation of month-end cash counts for each currency and reconciling cash balances to cashbook balances and system balance.
Mpesa Payments
Receiving request for payments by m-pesa (all other payments that do not fall under cash or bank payments).
Uploading Mpesa payment requests in line with Concerns procedures & policies.
Ensuring all invoices/payment requests (properly backed up) are paid within 7 days of being received in finance department.
Ensuring there is enough money as per costed work plan as when needed.
Bank Payment Processing
Receiving backed up invoices from Logistics/admin/Field locations.
Reconciliation of supplier statements with Concern records and addressing any noted variances.
Forwarding well backed up invoices to management for approval.
Proper tracking of all invoices in various stages of processing.
Preparation of cheques/on-line in line with Concerns policies.
Ensuring all invoices/payment requests (properly backed up) are paid within 7 days of being received in finance department.
Tracking of withholding tax, withholding VAT and salary taxes and insuring payments are made in good time, and in the correct amount(s).
Recording all transactions on an excel cashbook on a daily basis.
Cash & Bank
Recording all transactions on an excel cashbook on a daily basis, ensuring coding ensuring all codes are correct, descriptions are appropriate and exchange rates are correct and in line with procedures for review by the Finance Officer.
Checking and signing off on daily bank statements to ensure all debits and credits are in line with actual bank receipts and payments
Ensuring cheques/cheque books are stored safely and securely while in your possession.
Ensuring new cheque books are ordered in good time
Filing all associated paperwork associated with all Nairobi cash/bank receipts or payments.
Cash Flow
Daily tracking of recorded bank balances to ensure bank balances does not go below the set thresholds.
Preparation of Dublin transfer requests process by consulting with budget holders for monthly cash projections
Follow up with the banks in case of delayed crediting of funds into Concern’s bank accounts.
Ensuring conversions from USD to Kshs are done in good time and the rate is obtained from at least 2 bidding banks with which we have a currency conversion arrangement.
Other Duties
The finance officer may be asked to cover the functions a finance officer in his/her absence or assisting in the completion of specific other tasks during periods of heavy workload.
Assist in the internal or external audit process.
Responding to Emergencies:
Participate and contribute as necessary towards Concern’s Emergency response as and when necessary
Comply with Concern’s health, safety and security guidelines during emergencies
Programme Participant Protection Policy
To adhere to the standards of conduct outlined in the Programme Participant Protection Policy and Concern Code of Conduct.
Job Specification:
A degree in Commerce, Finance, Accounting or related field
CPA (K) or ACCA professional certification
At least two (2) years’ experience working in busy finance or accounts in an international NGO that works with and through partners is preferred. Experience in audit is an added advantage.
Proficient in computer software applications including at least one accounting/financial software, preferably Microsoft Great Plains (MGP), Word and Excel
Strong professional ethics in accounting/finance, confidentiality, integrity, accountability and attention to detail
Strong communication, interpersonal, organization and planning skills
Fluent in both spoken and written English and Kiswahili. Disclaimer Clause
This job description is not exhaustive and may be revised by the line manager from time to time.
