The Population Council seeks an experienced professional to serve as a Finance Officer in its Nairobi, Kenya office. The position supports the day to day running of the Finance department through overseeing payment processing as per proper documentation and in-line with the organization’s financial and procurement policies and procedures; implementation of internal controls, policies and procedures, best practices, computerized accounting and banking systems and monitoring project budgets to ensure that they are implemented within budget and as per donor guidelines and support field operations and training staff on use of accounting and operational software and best practices and manage relationships with financial institutions.
This position is a local hire position. Candidates must be Kenyan nationals.
KEY RESPONSIBILITIES
Financial Accounting and Reporting
Verify invoices and other primary support documents for accuracy and completeness before being processed.
Prepare payment documentation and ensure necessary approvals and documentation have been obtained.
Posting of processed payments into the ERP while ensuring accuracy in coding, correct allocation of project and office expenditures; ensure all prepayments are accurately allocated and accruals are made appropriately.
Preparation of Journal entries into ERP software and generation of basic financial reports e.g. bank reconciliation, staff advances, receivables and payables schedules.
Responsible for the preparation of monthly expense report, submission to PC New York, resolution of any outstanding queries and ensure adequate availability of funds for smooth operations.
Process staff travel, and field advances returns by ensuring accuracy, completeness and adherence to travel & other related policies.
Management and monthly reconciliation of accounts payable
Ensure that payment periods are adhered to and the Council is in good standing and does not hold large amounts of unpaid liabilities.
Management and monthly reconciliation of accounts receivable
Ensure that all receivables are tracked, paid and correctly accounted for in a timely manner.
Treasury Management
Approvals of petty cash payments float including regular cash counts
Review payments made by the Petty Cash Holders to ensure they are valid and correctly allocated to projects.
Manage office liquidity position in order to ensure adequate funds are available for smooth office operations.
Act as a liaison person with banking and financial services providers.
Compliance and Asset Management
Take a lead in the preparation and timely submission of monthly and annual statutory returns i.e. PAYE, Withholding tax, Withholding VAT, NSSF, NHIF, NITA and HELB.
Assist in coordination of office and project audits in consultation with the DFA and local audit firms and implementation of audit recommendations.
Work across programs to ensure Council policies and procedures and donor requirements are met in execution of project activities and allocation of project expenses.
Maintenance of inventory register; work with the System Administrator and Administrative Officer to ensure all new purchases and disposals are updated in the register and inventory lists and insurance for all assets is up to date.
Project Management
Monitor approved budgets and work with program staff to ensure spending is on target
Generate monthly monitoring reports.
Assist in managing closeout of grants by liaising with the DFA and Principal Investigators to ensure that all grants are fully spent out and avoid over-expenditures.
Systems and Capacity Building
Optimize the usage of financial and operations systems in collaboration with the System Administrator and provide staff training as appropriate
ERP implementation and training
QUALIFICATIONS, KNOWLEDGE, EXPERIENCE
Master’s degree with a major in accounting or finance, professional accounting qualification, CPA or ACCA.
Good knowledge of accounting software and spreadsheets
ERP knowledge is an added advantage.
Demonstrated knowledge of online banking systems and 5 years’ experience in a busy accounting office in a not-for-profit will be an added advantage.
Knowledge of grants rules and regulations and prior experience optimizing the usage of financial and operations systems preferred.
Demonstrated flexibility, ability to multitask, setting priorities, sense of urgency, positivity and honesty.
Ability to respond appropriately to unexpected requests and shifting priorities.
Ability to work well independently within established guidelines, as well as part of a team.
Communicate effectively both verbally and in writing.
Good planning and organizational skills.
