Assistant Finance Officer at Deloitte Consulting

Role Summary

Under supervision of the Finance Manager, ensure that the financial policies and procedures, control
and systems for treasury management are followed and implemented properly in accordance with
AECF Ltd and donor regulations.

Key Measures of Performance

• Interpreting and Implementing AECF Financial policies and procedures
• Financial planning
• Financial reporting
• Budgeting and budget management
• Organizational Reporting

Key Responsibilities

Payments

• Initiating local and foreign currency payments, cheques and wire transfers and ensuring that they are complete and accurate and that funds have reached the designated recipients.
• Ensure that all payments have adequate supporting documents and that all necessarynauthorizations have been obtained.
• Stamp all paid invoices with the “PAID” Stamp to avoid double payment.
• Work with the in-charge of payables in reconciling transactions involving suppliers and other service providers regularly.
• Liaising with suppliers/grants unit and staff by way of sending out remittance advice(s) and/or staff upon receipt of daily bank statements and providing responses to any queries that may arise.
• Update and maintain all payment transactions in AECF Ltd.’s Financial system in a timely/accurate manner and ensuring all approved and processed payments are posted regularly.
• Ensuring that EFT statement confirmations for payments made are sent to vendors and staff on daily basis.
• Work with all departments in promptly investigating any complaints regarding payments and/or payment delays and keep the payee and requester updated accordingly.
• Ensure that all payments are scanned and filed online systematically and in an orderly manner after processing in the system.
• Ensure that all payments in the financial system have the relevant attachments.
• Work with the Finance Manager in monitoring all bank balances and foreign exchange rates regularly, and liaise with bankers and the Finance Manager in ensuring optimal benefit accrues to AECF.
• Assist the Finance Manager to initiate interbank transfers and/or foreign currency sales in a timely manner and in accordance with the established standards and policies. Ensure all bank transactions are approved by the Finance Manager.
• Assist the Finance Manager in negotiating and comparing exchange rates with the banks and advise accordingly.
• Ensure safe custody of cheque books and ordering new ones in a timely manner.
• Ensure that the ledger balances are in agreement with the bank statements at least weekly.

Duty Travel Administration

• Review all travel authorization documents and submit to the Finance Manager for review and approval.
• Ensure that staff have accounted for the previous advances before new advances are provided.
• Ensure that all unspent balances are refunded by the travelers on timely basis.
• Follow up with travel unit on any pending Travel expense claims.
• Ensure that all travel expense claims are processed immediately they are received.
• Ensure that a copy of the processed Travel expense claims is sent to the traveler immediately
  they are processed and where adjustments have been proposed and/or made, an explanation should be sent.
• Ensure that all credit card related expenses are processed and staff statement updated and sent to respective staff for review and comments.
• Ensure that monthly and /or quarterly travel reports are prepared and sent to each traveler as soon as the information has been compiled.
• Highlight long overdue claims for action by management.
  Submit a monthly Travel report by the 15th showing the status of each travel account.

Grants Administration:

• Review and reconcile grants and discuss monthly balances with the Grants Secretariat
• Review and update the Grantees schedule. Reconcile accounts on monthly basis and submitmto Finance Manager by the 15th for review.
• Journalize all new commitments in consultation with Grants Secretariat.
• Review and reconcile meeting, consultancy and travel grants and make necessary adjustments;
• Prepare and follow up on donor invoices and acknowledge adjustments.
• Liaise with the Grants Secretariat to ensure all Board approved grantees have been committed into AECF Ltd’s financial system; Ensure timely reconciliation of Grants data.

Staff Accounts Administration

• Review staff payment requests and submit for processing as soon as they have been reviewed and approved by the Finance Manager.
• Verify all payment requests by staff in order to ascertain funds availability especially on staff benefits.
• Analyze NRS outpatient medical billings and prepare monthly reports.
• Analyze fixed and mobile phone telephone expenses on a monthly basis and assist in billing ofpersonal usage as may be required.

Reports

• Prepare and submit monthly status reports/schedules relating to other receivables/cash balances/payment statistics/deposits by the 15th day of each month.
• Prepare monthly cash flow statements and previous month payment statistics by the 15th of every month to develop and implement new cash planning tools.
• Work with the Finance Manager to carry out customer satisfaction survey to obtain baseline and monitor once a year on treasury/staff accounts.
• Work with Finance Manager in reviewing content & presentation of AECF Ltd.’s finance page.
• Withholding Tax and payroll statutory payments and returns
• Prepare WHT cheques and returns forms and submit to the Kenya Revenue authority before the 20th of each month.
• Assist Finance Manager ensure that WHT certificates are sent to consultants/service providers in a timely manner.
• Prepare statutory payroll deductions (NSSF/NHIF/PAYE/HELB) cheques and ensure
  submission of returns and pay cheques before the due date i.e. 9th and 15th of each month respectively.

Audit

• Assist in preparation for external audits and review of various accounts’ balances including banks, grantees, and travel accounts.
• Assist the Finance Manager during audits.
• Provide direct support during external financial audits, especially in provision of required information on audit queries that may arise, in relation to payments, cash balances and receivables.

Qualifications for the Finance Assistant Job

Key Competencies

•  Planning and Organising: Devises plans of action with explicit paths and measures of accomplishment for self and/or others, and allocates suitable resources so that objectives are achieved. Strong administration skills
• Technical Competencies for the position: Demonstrates knowledge of all own work role specific issues. This encompasses the technical skills or knowledge required to perform the essential
  duties as described in this Job Description.

Specific Technical Competencies:

• Carrying out transactions: Demonstrates the ability to carry out routine financial transactions which support operational activities and to ensure they are properly authorised (where necessary), fully recorded, and conform to the relevant guidelines
• Financial Planning: Demonstrates the ability to carry out activities within the department and
  ensure they meet required standards
• Financial Reporting: Demonstrates the ability to create financial and management reports using the Microsoft NAV dynamics report generator.Accuracy and attention to detail: High level of accuracy, attention to detail and thoroughness.
• Ability to maintain a timely and efficient work flow.
• Managing Resources: Demonstrates the ability to plan and use resources (people and/or finance and/or physical assets) in accordance with AECF guidelines and delegated accountability so that objectives are achieved in the most effective manner possible.
• Communication and Interpersonal relations: Exceptional communication skills and ability to represent AECF Ltd externally as may be required. Demonstrates ability to maintain lasting, healthy, and effective one-to-one working relationships with colleagues, suppliers, customers, professional peers, etc.
• Intercultural Sensitivity and Effectiveness: Demonstrates ability to cross and bridge different racial,
  cultural, or business cultures. This requires and is exhibited by personal experience of international
  or cross-cultural business with improved achievements.
• Team Work: Demonstrates productive drive in working with peers, partners, consultants and others
  to achieve pre-targeted and measurable business results.

Academic and Professional Qualifications

• Bachelor’s degree in Commerce, Accounting or Finance specialisations, or similar qualifications or
• Qualification from an accredited Accounting body such as CPA or ACCA .
• Proficient in Microsoft NAV dynamics software.
• Good command in use of computer software including MS Excel, MS Word, and accounting
  packages.

Relevant Experience

• Minimum of 3 years’ experience in Finance and general accounting
• Minimum 1 year experience in a similar role preferably for non-profit organization(s).

Location & Work Related
Travel: Based in Nairobi, Kenya