Senior Finance Officer at Elizabeth Glaser

Job description

Job Summary

To establish and maintain accounting and management procedures for EGPAF, ensure compliance with all regulatory (donor, statutory & regulatory) and to develop capacity in the Nairobi & various sub-offices to carry out an exemplary accounting functions. Also strive to ensure efficient and accountable use of donor funds across the Kenya program.

Essential Duties And Responsibilities

• Month and End-year process
  • Ensure all end of the month accounting reports are submitted to HQ on time
  • Ensure all sub-offices submit complete, accurate and timely month end closing reports
  • Follow up and documentation on identified monthly compliance issues from HQ and between Nairobi & Sub-Offices
  • Ensure quarterly visits t o sub-offices for compliance and support supervision
  • Review all journal vouchers for correctness of codes and completeness of information in line with the underlying supporting information
• Managing the accounts payables/Receivables
  • Manages the accounts payable by ensuring suppliers are paid within the agreed time and monthly reconciliation of supplier statements
  • Manages staff advances issuance, liquidation and ageing in line with the foundation policies and procedures
  • 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 ensuring all foundation finance vouchers are scanned and filed appropriately
  • Responsible for ensuring that all the EGPAF –K identified monthly compliance issues regarding payables from HQ and between Nairobi & Sub-Offices are addressed in a timely manner
• 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, duly authorized. Also responsible for training staff on proper timekeeping principles per USG regulations
  • Ensures timely payment of staff salaries and remittance of payroll deductions within the prescribed timelines
  • Ensures strict adherence to correctly computed statutory payments from payroll and maintains separate file for ease of statutory audits
  • Ensures accurate payroll allocation spreadsheet is maintained and ensures correct posting of payroll journals to Quick Books
• Cash Management Process
  • Manage the cash request process to ensure Kenya Office has adequate cash at all times for its operating expenses
  • Manage and oversee the cash management process to ensure its safeguarding and proper distribution
  • Monitor cash flows and conduct random cash counts at least once every month
  • Maintain contact with EGPAF bankers and monitor all bank transactions to ensure that adequate balances are maintained
  • Ensure competitive Forex rates for EGPAF’s dollar/shillings conversions
• Audit & Compliance Review Support
  • Act as point of contact with external auditors, ensuring EGPAF’s full cooperation in the audit process
  • Facilitate the HQ A-133 audit in a timely manner on sampling requests from the Controller
  • Support EGPAF’s annual internal audit and Compliance Review functions and follow up of findings
  • Ensure timely resolution of all identified findings in audits
• Staff Management & Supervision
  • Ensure development, update and adherence to accounting policies and procedures at all office levels
  • Assist in recruitment of finance staff and building of department’s staff capacity
  • Conduct performance appraisals for finance staff and ensure relevant and up to date job descriptions at all times
  • Promote learning and development amongst finance staff through on-job trainings, mutually agreed upon professional development courses/tuition and coaching and generally motivate staff to improve performance
  • Lead finance team by example in terms of work ethic, skills and knowledge development and integrity

Other Responsibilities

• Liaise with EGPAF HQ and Regional departments as needed to enhance efficiency, effectiveness and compliance
• Updates and disseminates 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
• Recommend any additional finance procedures/guidelines to the Country Director for approval and adoption
• Analyze risk areas in financial operations and recommend mitigating factors

Required Qualifications

Education & Experience

• Bachelors degree in related field;
• CPA K or equivalent;
• A wide understanding and experience working with USG funded projects
• Minimum five years working in donor funded project accounting (preferably USG funded)

Knowledge, Skills & Abilities

• Excellent communication skills
• Proficiency in MS Office
• Well developed interpersonal skills and experience developing staff by assessing development needs, coaching and delivering training
• Strategic thinking, able to work in team settings and to provide suitable leadership therein
• 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 once a month)