Accounts Assistant - Payables at World Agroforestry Centre (ICRAF)

Duties and Responsibilities

1. Internal Control Systems

• Adhere to internal control systems that will ensure that the centre attains its objectives, produce accurate and reliable data for decision making, ensure compliance to policies and laws of host countries and safeguard the centre assets
• Evaluate and communicate internal control deficiencies in a timely manner to supervisor

2. Ensuring the processing and payment of all supplier invoices.

• Certifying that all supporting documents for payments are provided and all mandatory approvals are availed
• Perform goods matching and invoice matching for both local and international suppliers
• Verify, process, and ensure that all direct payments and 100% pre-payments to suppliers without credit facilities are done within 24hours of receipt.
• Prepare all supplier reports, update the tracker and ensure all suppliers payment documentations are properly achieved

3. Reconciliation of all Suppliers

• Reconciliation of all SUNDRY suppliers accounts and follow up.

4. Administer, manage user training, track and ensure both usage and payment of Corporate Credit Card

• Assist in credit card applications and card issuance
• Process payments on time and update card holders on the status of their cards and handle any dispute/communication with CBA

5. Chargeback’s:

• Continuous updates on monthly telephone chargeback’s and network recharges for the Centre (ICT annual income).
• Post the TAS& IVDN chargeback’s and centre vehicle usage chargebacks

6. Petty cash returns:

• Vouch, verify and ensure accuracy before booking the petty cash returns from HQ in the financial system and make reimbursement

7. Uploading OTC's

• Assist in uploading of OTCs.

8. Commitment Ledger:

• Assist in the reconciliation of the commitment ledger.

9. In charge of the ILRI account:

• ·         Assist in the reconciliation of the ILRI account.

Skill set

    • Bachelor’s Degree in Commerce or a related field
    • CPA (2)/ACCA or International equivalent
    • Up to 2 years of experience.
    • Accuracy in verification of documentations
    • Communication and user trainings guidelines to staff on credit card usage
    • Good understanding of budgeting and financial management procedures
    • Proficiency in database applications and MS office suite
    • Excellent interpersonal skills, demonstrated ability to work effectively in a multicultural team
    • Ability to organize and manage multiple priorities, work under pressure, and meet deadlines.
    • Strong self-starter with initiative to identify opportunities and take appropriate action.

Job Summary

• The Accounts Assistant will ensure timely payment and reconciliation of all suppliers
• S/he will apply for, administer, enhance, track and ensure both usage and payment of Corporate Credit Card (CBA) are up to date
• S/he will ensure timely petty reimbursement
• S/he will process Centre’s chargeback’s and ensure annual targets are met
• S/he will assist in follow up on commitment Ledger:
• S/he will assist in uploading OTC's and raising Invoices