Finance Assistant at Duma works

Ref No: 3258

• 2 weeks on the job training with Finance-Accounts Coordinator
• Orientation to FIPS, field visits to program activities as needed/as possible within first year of work
• 1 day shadowing/meeting/discussions with Finance-Admin Manager
• 2 hours meeting with Kenya Country Director

Responsibilities

Objective 1: Processing Payments

Key activities & responsibilities to achieve this objective:

• Verify the correctness and completeness of supplier invoices before payment
• Ensure source documents are complete, authorised, authentic and arithmetically complete in accordance with the established control procedures before payment processing
• Ensure timely disbursement of funds to projects  partners
• Print cheques, post on straight to bank and ensure approval is done on time
• Remitting statutory payments

Objective 2:  Posting Expenditures

Key activities & responsibilities to achieve this objective:

• Verify the correctness and completeness of supplier invoices, Travel requests, contracts and orders before entering in QuickBooks
• Enter the posts into Quickbooks under the correct budget codes
• File all financial and accounting records in a systematic way for easy retrieval
• Journalize travel expenses and other transactions depending on their nature

Objective 3:  Analysis & Followup of Cash Advances (Travel Requests and Accountable Allowances)

Key activities & responsibilities to achieve this objective:

• Analyse personal and debtor accounts to ensure servicing of loans, timely accounting and exchange differences analysis
• Check for compliance with travel advance policy re: staff hold only a single advance at any given time and; that before any further advance is given the previous ones are accounted for; update the Fin-Accts Coordinator regularly on compliance issues in these areas
• Alert Finance-Administration Coordinator of any variance, ‘red flag’ expenditures or receipts, immediately

Objective 4: Reconciliations

Key activities & responsibilities to achieve this objective:

• Monitor bank accounts to ensure accounts are not overdrawn and that inter-account transfer of funds is initiated promptly to cover any possible overdraws
• Reconciling monthly field staff advance & reimbursement claim forms, and SMS or phone call follow up on issues

• Finance-Accounts Coordinator – reports directly to
• Finance-Admin Manager – indirectly supervised by this role
• Kenya Country Director – regular interaction for the purpose of planning and supporting the implementation of project budgets and activities
• Programs and field staff – contact person for routine questions from field staff about how to use accounting/admin tools and procedures, sends follow up messages to field staff on pending issues of accounting for travel advances or other field staff expenditure claims

• Suppliers, contractors

REPORTING RESPONSIBILITIES (which reports/documentation does this rôle produce)

• Journals
• Petty cash reports
• Bank reconciliation documentation

• Diploma or degree in a relevant field and/or CPA (K) qualifications
• 1 year of professional experience in similar or relevant role
• Advanced Microsoft Office software skills, especially Excel
• Advanced skills in standard bookkeeping/accounting software especially QuickBooks
• Strong communication ability both written and verbal, able to train others
• Self motivating and able to work efficiently and effectively without constant supervision
• Relevant experience in agricultural, development, NGO sectors
• Exposure to large institutional donor practices and non-profit donor reporting minimum standards