Finance Administrator at British Council

Purpose Of Job

Support British Council Finance operations in Kenya and make a key contribution to ensuring and maintaining a high level of finance control and compliance in the areas specifically accountable for. To assist the Finance and Compliance Manager and Head of Business Support Services in providing assurance to Director Kenya that robust accounting procedures, and complete financial compliance, is in place while ensuring that operational team members are engaged with, and adhere to, the local service level agreements, reflecting the corporate standards.

To be solely responsible for the following areas: –

• Ensure appropriate management of operational (invoiced and over the counter) income received by Training, Exams and Projects teams.
• Ensure that treatment of cash is managed in accordance with every corporate global standard relating to income and cash handling.
• Ensure that the payroll exercise satisfies legal obligations and internal audit requirements.
• Ensure SAP has been updated with payroll amounts each month in a timely and accurate manner and to the satisfaction of the activity managers (e.g. journal posted using supporting documentation).
• Periodic tasks, contributing to our FCCF (Financial Control and Compliance Framework) and end of month/end of year deliverables are completed accurately and on time.

Accountabilities, Responsibilities And Main Duties

Over the counter income;

• Receive and check over the counter income from Customer Services colleagues.
• Cash Management: Park entries for Direct Credits received / Bank Transfers by checking the list of open items sent by the Hub – Provide details of Direct Credits received in Sterling Bank account to the Regional Hub for posting.
• Reconcile daily takings and post Cash Journal.
• Cash / Cheques / Credit Card income banked.
• Manage local systems for cheque / cash security and collection of staff repayments (Includes phone bill reimbursements or returned advances)

Invoiced Income

• Ensure that the Sales and Distribution process is being followed according to corporate standards. This includes checking of sales orders, billing documents as well as reviewing aged debt for Exams and Programmes and escalating any issues.

Payroll:

• Ensure that the payroll exercise satisfies legal obligations and internal audit requirements.
• Ensure salaries are paid accurately and on time every month.
• Raise FI journal to record payroll related payments and breakdown of entries appropriately (using consistent conventions, and as they would appear on bank statement to enable the Hub to complete reconciliation).
• Ensure separation of duties between parking and posting journals.
• Monitor and report on cost centre budgets for FCCF.

Purchase To Pay

• Manage and monitor downpayments.
• Be the second line of support (GSD is the first) for blocked vendor payments.
• Manage the scanning of invoices to a common drive. Vendor management standards are met (monthly tasks).

Bank Reconciliation

Bank reconciliation – daily routine (Receipts)

Travel And Expenses (T And E)

• Ensure that the travel and expenses process is being followed in accordance with the given processes and policies. This includes managing the corporate T and E audit process as requested by the financial hub