Assistant Acountant at Marie Stopes

The purpose of this role is to support the process that ensures that MSK database is updated on a real time basis and accurate information is available for decision making. Further, the position will monitor daily banking of clinics income thru cash and Mpesa and alert management of emerging issues, maintain filing and archive system to ensure that hard copy records are available on demand and that petty cash float is adequately maintained for support office and assigned clinics.

The Assistant Accountant works in a team with the Senior Finance Officer, 3 Accountants, Grants Manager, and 2 Accounts Assistants and reports to the Senior Finance Officer. S/he is part of the Finance department

Key Responsibilities

• Clinic income monitoring

The activities include;

• Daily email check to ascertain clinic collections are banked daily
• Compare banking against daily CLIC reports
• Follow up with centres where there are delays or discrepancies
• Inform Supervisor on such delays for further follow up
• Prepare CLIC Vs SUN reconciliation at end of each month comparing income posted in SUN against that in CLIC and explain variance if any
• Post monthly service statistic for Centres in SUN in time for MRP
• Record clinic waivers after approval DoP’s approval every month as appropriate
• Prepare NHIF capitation reconciliation on a quarterly basis
• Monthly tracking of clinic corporate debtors to ensure proper recording and collection
• Petty cash handling for support office and clinics petty cash support

The activities include:

• Maintain support office petty cash in safe custody
• Disburse petty cash against approved petty cash vouchers
• Reconciled float against paid vouchers
• Prepare reimbursement request when float reaches reimbursement level
• Receive & record petty cash reimbursement claims from assigned clinics
• Review returns and process reimbursement claim
• Post clinics petty cash expenses
• Outreach and clinic Channel – finance focal person
• Process approved advance requests as per policy
• Book approved surrenders and update outreach staff accounts in SUN
• Follow up on outstanding issues for resolution
• Bank reconciliation
• Prepare monthly bank reconciliation statements for the, Mpesa clinics collection(C2B) account and all the MSK collection accounts
• Follow up and resolve outstanding amounts on the bank reconciliation statement before the following month end.
• Any other duties assigned
• Participate in quarterly stock take exercise
• Overall responsibility for archiving of documents
• Participate in cross purpose activities within MSK
• Participate in asset verification exercise
• Document recording and tracking in finance
• Prepare phased budgets, BVAs and reports for assigned projects

Knowledge, skills and attitudes

Qualifications:

• Bachelor Degree in finance or related fields from a recognised institution of higher learning or CPA II
• The Candidate should have experience working with any EDP system (working knowledge of inflow and SUN will be an added advantage).
• Minimum one year’s work experience in accounting either in private sector or NGO

Skills:

• Possess excellent data entry and processing skills
• Good organisational skills
• Ability to influence and communicate effectively.
• Ability to work with minimum supervision.
• Attitude / Motivation:
• Successful performance at MSI is not simply defined in terms of ‘what’ people achieve, but equally is about ‘how’ people go about their jobs and the impact that they have on others. There are 13 key behaviours that MSI encourages in all employees and they are defined below:
• Initiative
• Thinking ahead and taking action to make the most of opportunities by finding the optimum solution
• Innovative
• Thinking creatively and outside of the box so that ideas generated create a positive outcome
• Effective Communication
• Communicating through active listening and good questioning techniques, using appropriate body language, ensuring information is clear and concise.
• Responsive
• Being responsive to changing priorities and demands
• Working Efficiently
• Planning, prioritising and organising work to ensure work is accurate and deadlines are met
• Sharing Information
• Sharing information and knowledge whilst maintaining confidentiality
• Focus on Learning
• Taking responsibility for keeping knowledge and skills updated and for seeking opportunities to develop further
• Commitment
• Awareness and understanding of goals, vision and values and how your role impacts on this and going the extra mile to meet role requirements
• Driven
• Drive and determination to deliver results

Accountable

• Taking responsibility for appropriate decisions that you make, and the actions and behaviour you demonstrate
• Embracing Change
• Openness to embracing change within the organisation and being able to adjust plans/activities accordingly
• Motivated
• Motivation towards achieving quality results to maximise potential
• Team Player
• Working as part of a team by being supportive, flexible and showing respect for each other