Job description
Job Summary
To establish and maintain accounting and management procedures for EGPAF, ensure compliance with all regulatory (donor, statutory & regulatory) and to develop capacity in the Nairobi & various sub-offices to carry out an exemplary accounting functions. Also strive to ensure efficient and accountable use of donor funds across the Kenya program.
Essential Duties And Responsibilities
Month and End-year process
Ensure all end of the month accounting reports are submitted to HQ on time
Ensure all sub-offices submit complete, accurate and timely month end closing reports
Follow up and documentation on identified monthly compliance issues from HQ and between Nairobi & Sub-Offices
Ensure quarterly visits t o sub-offices for compliance and support supervision
Review all journal vouchers for correctness of codes and completeness of information in line with the underlying supporting information
Managing the accounts payables/Receivables
Manages the accounts payable by ensuring suppliers are paid within the agreed time and monthly reconciliation of supplier statements
Manages staff advances issuance, liquidation and ageing in line with the foundation policies and procedures
Responsible for ensuring that all hard copy vouchers are duly authorized before payment and filing
Manages a systematic financial filing system that is sequential, complete and up to date at all times. Also responsible for ensuring all foundation finance vouchers are scanned and filed appropriately
Responsible for ensuring that all the EGPAF –K identified monthly compliance issues regarding payables from HQ and between Nairobi & Sub-Offices are addressed in a timely manner
Payroll Management
In liaison with HR, ensures that all staff bio-data is correctly loaded in the payroll software
Ensures that all staff timesheets are received on a monthly basis, are accurately recorded, duly authorized. Also responsible for training staff on proper timekeeping principles per USG regulations
Ensures timely payment of staff salaries and remittance of payroll deductions within the prescribed timelines
Ensures strict adherence to correctly computed statutory payments from payroll and maintains separate file for ease of statutory audits
Ensures accurate payroll allocation spreadsheet is maintained and ensures correct posting of payroll journals to Quick Books
Cash Management Process
Manage the cash request process to ensure Kenya Office has adequate cash at all times for its operating expenses
Manage and oversee the cash management process to ensure its safeguarding and proper distribution
Monitor cash flows and conduct random cash counts at least once every month
Maintain contact with EGPAF bankers and monitor all bank transactions to ensure that adequate balances are maintained
Ensure competitive Forex rates for EGPAF’s dollar/shillings conversions
Audit & Compliance Review Support
Act as point of contact with external auditors, ensuring EGPAF’s full cooperation in the audit process
Facilitate the HQ A-133 audit in a timely manner on sampling requests from the Controller
Support EGPAF’s annual internal audit and Compliance Review functions and follow up of findings
Ensure timely resolution of all identified findings in audits
Staff Management & Supervision
Ensure development, update and adherence to accounting policies and procedures at all office levels
Assist in recruitment of finance staff and building of department’s staff capacity
Conduct performance appraisals for finance staff and ensure relevant and up to date job descriptions at all times
Promote learning and development amongst finance staff through on-job trainings, mutually agreed upon professional development courses/tuition and coaching and generally motivate staff to improve performance
Lead finance team by example in terms of work ethic, skills and knowledge development and integrity
Other Responsibilities
Liaise with EGPAF HQ and Regional departments as needed to enhance efficiency, effectiveness and compliance
Updates and disseminates knowledge by studying existing and new regulations, participating in educational opportunities, reading professional publications and maintaining personal networks
Ensure continuous innovations, adoption of best practices and regular reviews of finance and accounting operations for optimal efficiency
Recommend any additional finance procedures/guidelines to the Country Director for approval and adoption
Analyze risk areas in financial operations and recommend mitigating factors
Required Qualifications
Education & Experience
Bachelors degree in related field;
CPA K or equivalent;
A wide understanding and experience working with USG funded projects
Minimum five years working in donor funded project accounting (preferably USG funded)
Knowledge, Skills & Abilities
Excellent communication skills
Proficiency in MS Office
Well developed interpersonal skills and experience developing staff by assessing development needs, coaching and delivering training
Strategic thinking, able to work in team settings and to provide suitable leadership therein
Cross-cultural competence as demonstrated by confidence and ability to make relevant presentations to diverse audiences
IT Savvy, including accounting soft wares
Willingness to travel (at least once a month)
