The Positions and responsibilities:
The role reports hierarchically to the proram Manager and technically to the Roving Finance Assistant -Kenya Mission.
Objective 1: Manage Base Petty Cash
Enter advance requests in the advance book;
Prepare petty cash Payments for the Base for Field administrators to approve
Receive and check the eligibility of invoices submitted for payment.
Enter purchase invoices in cash book excel to be imported to saga
Close the cash account every month: physical counting, printing of accounting documents, check supporting documents;
Consolidate Cash Forecast for the Base.
Pay salary advances
Objective 2: Cash & Bank Management
Organise and check the timely receipt of the bases’ monthly accounting
Check accounting document information, including consistency between vouches and cash books, physical counting and balances;
Check the bases’ electronic accounting consistency: accounting codes, project codes, budget lines, titles;
Check and ensure invoice eligibility;
Check accounting voucher submissions (translation, numbering, layout);
Objective 3: Review of documentation, filing & archiving
· Review of all Finance documentation at the base to ensure completeness.
· Double Filing and archiving at Base level per month per donor and filing of grants/ finance related documentation.
The above tasks are not limited and can be added to, modified or changed according to the changing needs of the department.
Objective 4: Human Resource Support
· Receiving and sharing of HR documents to new staff
· Sending of montly payroll alteration from the base to Nairobi
· Support any other HR’s activities at the base level
Internal & External relationships
Internal
Communicate and exchange of information other departments within the organization and field staff.
Work closely and in collaboration with the Roving Finance Assistant and Exchange of information
Roving Finance Assistant: hierarchical relationship – technical support – exchange of information
Logistics Officer: Payment of suppliers
HR Manager: Exchange of information , general HR support/ clarification
External
Suppliers : liaise with suppliers for any finance matters and payment
Auditors: Provision of documents for audit
REPORTING RESPONSIBILITIES
Cash and Bank Reconciliations
Cash Forecasts
Monthly Accountancy.
POSITION REQUIREMENTS
QUALIFICATIONS
Undergraduate Degree in Business Management or its equivalent.
Any level of CPA will be an added advantage
Flexible and adaptable to changing work conditions.
SKILLS & EXPERIENCE
ESSENTIAL
Minimum one year of professional finance or accounting experience, preferably in an NGO
Knowledge of finance/accounting procedures.
Demonstrated planning and organizational skills as well as verbal and written communication
Proficiency in computer skills to include spread sheets, internet/e-mail, accounting package
Knowledge of techniques used in maintaining balancing and classing accounts in an accounting system
PREFERRED
Ability to pay attention to detail
Self-starter with a strong desire to promote and implement continuous improvement endeavors
