Account Assistant - Ruiru at Brites Management

Duties and Responsibilities

• Provide support on annual program budget development and create cost libraries to advise program budgets
• Sound understanding and monitoring of annual and monthly budget
• Monitor monthly expenditure against overall budget, ensure expenses to be incurred are allowable, allocable and reasonable and advise accordingly
• Prepare monthly, quarterly, bi-annual and annual program finance reports as per donor requirements (by 5th of the following month) and review any such reports prepared by the Finance Assistant
• Preparation of timely monthly / quarterly management accounts and dissemination to relevant stakeholders by the 15th of following month/ quarter
• Maintain monthly follow up register and flag outstanding actions
• Monthly Accounting Activity
• Maintain updated and accurate books in the organization’s ERP system (Microsoft Dynamics 365)
• Ensure accurate data entry in relation to amount and account allocation, and any other dimensions as per the accounting standards of the program and GAAP
• Prepare accurate bank reconciliations for project bank accounts and deal with reconciling items conclusively
• Prepare accurate cash reconciliations for project account
• Ensure complete copies of original documents sent to donor are properly file / maintained
• Undertake periodic visits to project sites for compliance and supportive supervision
• Undertake monthly reconciliation of all payroll liabilities, payables and receivables
• Ensure Fixed Assets register is accurately maintained and updated monthly
• Timely communication with stakeholders (including management) on pertinent financial matters as they arise for programs in your docket
• Keep track of grant management actions such as renewal of Agreements/ Modifications and keep senior management and staff updated of the status
• Attend relevant workshops and present on financial issues where required
• Ensure adherence to the financial policies and procedures, donor and statutory requirements for programs in your docket
• Take a leading role in coordination of financial aspects to support smooth program close - out
• including timely communication to stakeholders and close adherence to internal timelines
• Authorize internal purchase requisitions to indicate that sufficient funds are available and relevantly allocated in the budget
• Authorize cheque, online and cash payments by approving the payment voucher after verifying that the payment is adequately supported
• Maintain up to date donor registers and disseminate to relevant stakeholders highlighting changes whenever there is a change
• Timely communication with stakeholders (including management) on pertinent financial matters as they arise for programs in your docket
• Keep track of grant management actions such as renewal of Agreements/ Modifications and keep senior management and staff updated of the status
• Attend relevant workshops and present on financial issues where required
• Ensure adherence to the financial policies and procedures, donor and statutory requirements for programs in your docket
• Take a leading role in coordination of financial aspects to support smooth program close - out
• including timely communication to stakeholders and close adherence to internal timelines
• Maintain up to date donor registers and disseminate to relevant stakeholders highlighting changes whenever there is a change

Key Requirements Skills, experience and qualification

• Bachelor’s degree in accounting or related field
• Specialized Training/Professional Qualifications
• CPA Part II (Intermediate Level II) or equivalent successfully completed

Competencies/Abilities/Skills Required

• Excellent computer skills, including proficiency in MS- Office, particularly Excel
• Proficient knowledge of one or more accounting packages
• Knowledge of ERP systems is an added advantage
• Good communication and presentation skills
• Good analytical skills – strong attention to detail and investigative nature.
• Well-developed interpersonal skills and experience developing staff by assessing development needs, coaching and delivering training
• Strong work ethic and ability and willingness to work a flexible schedule
• Stable to work in team settings and willingness to learn
• Ability to multitask and work under minimal supervision, while meeting strict deadlines
• Good planning and coordination skills
• Strong auditing skills