Finance Officer at Elizabeth Glaser

Job Summary

To ensure that the EGPAF Country Office financial and accounting operations are in strict compliance with EGPAF policies and procedures and specific donor rules and regulations. Also strive to ensure efficient and accountable use of donor funds across the Kenya program.

Essential Duties And Responsibilities

Accounts Payables

• Ensures adequacy of supporting documentation for all documentation forwarded for payment
• Responsible for timely processing of staff advances for travel and activities
• Responsible for ensuring that supplier invoices are paid within 15 working days
• Responsible for reconciliation of supplier statements
• 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 scanning of all financial records
• Pro-actively addresses identified monthly compliance issues regarding payables from HQ and between Nairobi & Sub-Offices

Accounts Receivables

• Responsible for implementing EGPAF Kenya’s advances liquidation policy
• Reviews and signs off on all submitted Field Expense Reports, ensuring the validity and accuracy of all submitted receipts. Periodically samples receipts and clarifies sampled expenses with vendors
• Accurately posts the advances liquidating expenses to QuickBooks

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, and duly authorized. Also responsible for training staff on proper timekeeping principles per USG regulations
• Ensures timely payment of staff salaries, and in the event of unavoidable delays, liaises with HR to inform staff
• Ensures strict adherence to correctly computed statutory payments from payroll and maintains separate file for ease of statutory audits
• Maintains accurate payroll allocation spreadsheet and ensures correct posting of payroll journals to Quick Books

Cash/Bank Management

• As custodian of the safe account, ensures integrity of the security codes for the safe and manages disbursements and posting of safe related transactions
• As custodian of the check books, ensures safety, sequential check writing, counterfoil controls and application of new check books as appropriate
• Monitors account balances on all accounts and advises on dollar/shillings transfer periods and amounts
• Performs accurate bank reconciliations at least monthly, and reviews reconciliations from the sub-office accounts

Statutory Requirements

• Ensure all statutory remittances are paid on time, and that accurate amounts are paid
• Monitor news for changes in statutory requirements and regulations and consequently develop and implement the necessary procedures to facilitate adherence to statutes
• Assists finance manager to file Foundation annual tax returns, including nil returns for corporate taxation
• Maintain and update statutory remittances file, conducting period audits of the files to ensure ability to satisfy any statutory scrutiny

Other Responsibilities

• In liaison with HR, orientation of new staff on finance policies and procedures
• Sub-office support- Qbks Review of sub-offices transactions, PVs review on a sample basis and ensures that they submit the end month reports on time
• Recommending changes to existing policies/procedures and process flow charts
• Maintaining schedule of weekly finance meetings, and ensuring all minutes are documented and stored on the relevant folders in the server
• Update and disseminate 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
• Analyze risk areas in financial operations and recommend mitigating factors
• Any other work related duties as may be assigned

Skills/Qualifications

• A wide understanding and experience working with USG funded projects
• Minimum degree in related Business Field; CPA II or equivalent
• Minimum three years working in donor funded project accounting (preferably USG funded)
• Excellent communication skills
• Well-developed interpersonal skills
• Strong work ethic and ability and willingness to work long hours
• Able to work in team settings and willingness to learn
• 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 quarterly)