Business Support Officer II (Treasury Accountant) at icipe - International Centre of Insect Physiology and Ecology

Overall Purpose of the Job

•  Preparation of the Centre’s monthly Payroll, ensuring accuracy and timeliness, to meet the internal and statutory obligations.
•  Reconcile Payroll Control Accounts in the ledger and submit monthly Statutory Returns.
•  Ensure correct Payments and receipts through verification and confirmation that payments are timely, correct, and accurate.
•  Ensure journals are captured correctly including e.g., correct amounts, budget codes, tax deductions, etc.
•  Ensure bank reconciliations are timely prepared and outstanding items are resolved promptly.
•  Support and coordinate the Institutional Audit process within the unit.
•  Support the Senior Treasury Accountant.

Specific Duties
 PAYROLL

• Create the profile for new employees from contracts, ensuring that the correct employee numbers, contract periods, personal details, tax status, and basic salaries are captured.
• Update the employees’ profiles with contract extensions, terminations, promotions, resignations, etc.
• Prepare payroll upload templates for deductions and incomes, reconcile with previous month and upload into the payroll system.
• Print the Payroll reconciliation reports and verify the totals against individual Payroll reports and forward for verification by the Senior Accountant.
• Upload the statutory monthly returns onto the respective websites.
• Initiate payment for statutory deductions and send remittance advice to the respective institutions, e.g. Sacco, ISCA, Pension service providers, etc.; after payment is done.
• Reconcile the Payroll Control Accounts (e.g., Withholding tax, NSSF, NHIF etc.) in the ledger, ensuring that payments net off the Payroll Journal amounts posted.
• Provide the payroll reports, documentation and/or information internally as required i.e. pay slips, audit reports etc.
• Maintain proper filing of all payroll reports and supporting documents.
• Provide excellent internal relations with staff and deal with all payroll-related queries.

 TREASURY

• Initiate payment requests in the ERP, print approved payment requisitions, attach support documents, and ensure correct bank details and amounts are captured and forwarded for approval. i.e. for Staff advances, Refunds, Casuals, RSIF payments, Consultancies, Cheque payments for staff & suppliers, and imprests ensuring the correctness of transactions.
• Initiate receipt requests, ensure accuracy of income, generation of receipts, and distribution.
• Prepare the journal templates, ensuring correct budget codes, amounts, and descriptions are captured and uploaded in the ERP to ensure preparations are prompt to avoid delays in posting and committing expenses in the ledger.
• Prepare bank reconciliations, ensuring they are done accurately and promptly, and follow up on outstanding reconciling items with the bank or project and ensure closure.
• Provide various bank reports e.g. funds received, and bank charges analysis.
• Coordinate and provide supporting documentation and/or information on the internal process that is required for audit purposes.
• Request for year-end Audit confirmation on bank balances from all our banks and follow up to get the bank responses.
• Stamp, allocate, and maintain proper filing of all payment reports and supporting documents.
• Support the Treasury team and perform any ad hoc tasks as required by the supervisor.

Requirements/Qualifications

•  Accounting degree in business administration/finance required with CPA-III.
•  Well-rounded accounting background of three or more years with experience with multi-currency payments.
•  Experience with Payroll operations.
•  Knowledge of human resources and payroll software is preferred.
•  Excellent skills using MS Word, Excel, Access, and Internet Explorer.
•  Familiarity with Navision or other accounting system.
•  Understanding of relevant labour legislations.

Other Desirable Attributes

•  With the approval of the supervisor, the staff is responsible for decision-making in his job function.
•  Staff can solve problems in conjunction with others.
•  Supervision of temporary staff and Interns.
•  Preparation and confirmation of the necessary payroll reports.
•  Prepare various bank reports e.g. interest income, funds received, and bank charges analysis.

Reporting
This position reports to the Manager, Treasury Accounting.