The Country Finance and Administration Assistant corrects, processes and reconciles a wide variety of accounting documents such as invoices, employee reimbursements, cash receipts, petty cash, vendor statements, and journal vouchers; reviews and codes financial information; prepare and processes documents to disburse funds, makes deposits; compiles and reviews information for accuracy; and maintains records.
The Country Finance and Administration Assistant reports directly to Financial Analyst & Pricing Business Partner and provides direct support to the Country Team.
Key Performance Areas:
Purchasing and Navigator processing (30%)
Receive, number and manage the Purchase Requisition database
Receive, number and manage the Travel Requisition database
Create purchase orders in the Navigator Accounting system for approval by the Country Finance manager
Ensure all procurement documentation is complete for paymentPrepare Payment Vouchers and setup payments onto the banking system /prepare cheques for payment of vendors and staff
Provide clerical support in entering all invoices onto the Accounting system and allocating them against purchase orders
Deal with supplier queries regarding payments
Provide clerical support in maintaining and updating supplier information and undertake relevant background checks and terrorist/debarment checks
Report all invoices received without a purchase order or relevant supporting documentation on a monthly basis
Staff Accounts, Debtors & Cash Book Management (15%)
Provide support to the Finance Officer in processing and following up on all staff accounts
Provide clerical support to the Country Finance Officer in managing the cash book and preparing bank reconciliations for review by the Country Finance Manager
Be m2m’s agent in performing banking procedures-deposits, document delivery and petty cash withdrawal
Manage the petty cash process including issuing and clearing floats
Do a monthly petty cash count under oversight from the Country Finance Officer and balance the petty cash monthly.
Administration (20%)
Update payroll information with HR and deliver remit required payments to relevant bodies-PAYE, NHIF, NSSF, Pensions, WIBA and medical insurance
Provide clerical support to the Country Finance Manager in maintaining the fixed asset register
Provide updates of assets for insurance service provider
Maintain the filing systems – finance, procurement, other administration
Print, photocopy, scan and bind documents
Travel and event planning including identifying and booking flights, accommodation, training venues, and transport
Travel and event planning including identifying and booking flights, accommodation, training venues, and transport
Document Management (10%)
Receives, logs and checks all source documentation submitted to the finance unit for processing
Manage the filing system for all financial documentation
Provide support in managing the Share-Point document structure of the finance unit
Support with the retrieval of financial data during audits
Manage the archiving of all financial data
Procurement and Logistics (25%)
Organize and maintain office support services, including travel, housing, purchases, other logistics and hospitality arrangements to visitors
Assist in asset management by updating asset registers, tracking transfer of assets, labelling new assets, assisting in asset disposal
Qualifications and Experience:
Accounting or related diploma/degree
At least 1-3 years relevant working experience
Computer competency including the ability to operate computerized accounting, spreadsheets and word processing programs
Excellent interpersonal skills; ability to work on own and within various teams
Ability to manage competing tasks and priorities
Organized, systematic and attentive to detail
Integrity, professionalism and transparency
Fluency in English and Kiswahili essential
mothers2mothers is an equal opportunity employer. We particularly encourage applications from people living with HIV and AIDS (PLWHA), people with disabilities, women and previously disadvantaged people.
Competitive salary packages will be negotiable in accordance with m2m’s remuneration policies.
