Main Purpose
Coordinating and supervising the implementation of the Finance procedures tools and ensuring the correct use of Financial Resources at project level according to MSF protocols, standards and procedures in order to provide quality, reliable and transparent information to the organization on the use and allocation of resources in the project.
Accountabilities
Implementing circuits and workflows (management of cash boxes, transfers, advances, purchase procedures, payment validations, follow up of regular payments, bank reconciliations) in order to anticipate expenses at project level and to optimize cash needs and its security.
Implementing and supervising transactional procedures and systems in order to ensure transparent accounting practices and full traceability (invoices, receipts, bank statements, etc.), according to MSF guidelines and rules, and using the respective software in place.
Ensuring the timely execution and control of the monthly and yearly accountancy closure, with due quality.
In close collaboration with the FinHR Manager and the Finance Coordinator, defining, analysing and following-up the project budget, in order to ensure that funds are used according to funding contracts and proposing corrective action if needed.
Ensuring financial reporting of SKID (Field financial software) monthly closure
In close collaboration with the FinHR Manager, following up all service contracts in project site (premise and vehicle rental contracts, deposits, rent payments, etc.) Ensuring that MSF staff who have financial responsibilities are aware of and comply with local finance procedures, including those related to security.
Directly in relation with the grounds. Responsible for the quality of the accounting (daily / monthly basis), ensures a good system of internal control, Review of accountancy (ensure all entries are well captured), VAT follow up with RPO and suppliers, audit requirements. Responsible for SKID VAT day to day management.
Ensure the quality and timely accounting for SKID e.g. cash procedures, bank accounts, receipts and supporting documents, electronic data entry, monthly closing process and documents, ensuring strict respect of deadlines and strict compliance to MSF guidelines, financial standards and procedures. Manages VAT refunds and maintains a monthly follow-up
Coordinating and supervising the conduct of local audits relating to accounting, tax, labor, stock and asset management with support from FinHR Manager
Implement cash management procedures in order to ensure the highest control and security, and ensure cash availability
Coordinate and overseeing the payment of tax liabilities in order to comply with legal obligations, Follow and share noncompliance suppliers or incomplete requirements for VAT exception application, preparing the timely payment of taxes
Replace/manage Finance department staff in case of absence and supervise Accountant’s activities with regards to the bank
Process the payment to suppliers and keep strict on all documentation involved, informing the FinHR Manager of any sort of disparities for both KES and USD, perform bank payments and performs reconciliations of the bank
Ensures that the receipts given to the payment are legitimate with regard to the guidelines (validation table, …)
Ensures compliance with cash control procedures
Assists the finhr assistant in her treasury functions (especially the monitoring of advances)
Is the technical reference for any accounting-related issue including compliance with SKID financial standards and procedures, legal compliance, training and support on the SKID accounting software / system, Check corrections have been correctly done. Check that the monthly pay is correctly imported and encoded from HOMERE in UF
With FinHR Manager, ensures the re-invoicing of other sections via STV both HQ and Local
Oversees the quality, accuracy, consistency of SKID accounts
Check and match accounts reconcilable. Make a summary of unmatched entries with comments, submit to FinHR Manager
Ensures the good archiving in SKID
Responsible for preparation of SKID purchases VAT exemption requirements with RPO.
Liaise with RPO in VAT Compliance Management. Send 3 copies of MSF section certified Proforma and or Invoice, ETR/ ESD, TCC, add Service contract / lease for security and rental invoices and Phone contact list for telephone service invoices
Follow the VAT tracking tool, in close collaboration with supply department follow with suppliers for VAT refunds, Follow-up of VAT refund for each client OC and report to FinHR manager
Hard post Bank and Cheque Register entries after review and green light from FinHR Manager
Review weekly / mid-month accounting
Is the direct interlocutor of the accountant for questions of quality of accounting with support of FinHR Manager
Monitors compliance of calculation, timely payment and filing of all documents related to taxes, charges and taxes, in collaboration with Admin / HR coordination
Contract management (Finance Focal Point for other departments, template tracking, archiving etc …)
Any other duty delegated by line manager from time to time.
Requirements
Education
Desirable, degree in finance, management (business) or administration.
Experience
Essential, working experience of at least two years in relevant and similar jobs
Desirable working experience with MSF or other NGOs, in developing countries
Experience in FINANCE UNIFIFELD ERP system is desirable.
Languages
English & Kiswahili
Knowledge
Computer literacy (Excel, Outlook, …)
UniField
Competencies
People Management and Development L2
Commitment to MSF Principles L2
Behavioural Flexibility L3
Results and Quality Orientation L3
Teamwork and Cooperation L3
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