Finance Assistant at African Wildlife Foundation

KEY DUTIES & RESPONSIBILITIES: 

Finance duties:

• Travel Advance Management:
• Monitor Travel system and Accounting Portal queue on a daily basis.
• Review and Process travel advances and reimbursement requests
• Disburse travel advances in compliance with AWF Travel Policy and procedures
• Process advance retirements in line with the laid down Travel policies and ensure that outstanding issues are resolved
• Support with reconciliation of the Travel Advance Receivables and vendor card
• Accounts Receivable
  • Continuous follow up with Customers for collection of Receivables
  • Support payroll function in continuous follow up with Staff for collection of Staff Receivables
  • Support with reconciliation of accounts receivables and Travel Advance Receivables
• Credit Card Accounting:
• On a monthly basis, follow up on Credit Card expensing;
• Support in credit card transaction reviews as per the Credit card policy and highlight any unresolved issues
• Ensure the justification is adequately supported, Reconciled and closed
• Petty cash float management:
• Administer petty cash float, Serves as custodian of petty cash at HQ
• Maintain optimal cash balances and ensure established cash limits are observed
• Initiate top ups and replenishment and process cash payments.
• Updates the Petty cash worksheet daily to capture utilization and post the transactions in the Accounting system
• On monthly basis, undertake Petty cash reconciliation
• Cash and Bank:
• Facilitate Deposit of cash and checks to appropriate bank accounts
• Support in processing of vendor payments using current AWF online banking Straight to Bank (S2B) platform and write checks on a regular basis as per the system due dates.
• Monitor AWF bank account activity and ensure adequate cash balance to support smooth operations;
• On monthly basis, Bank Reconciliation as assigned
• File all Bank statements and Bank Reconciliation Appropriately
• Month End Close Process:
  • Support the supervisor with the monthly close out process by other assigned finance monthly tasks are completed as per set deadlines
  • Bi-weekly run of Accounts receivable report confirming correct month end balances and customer reconciliation
  • Maintain a complete filing system for all bank and petty cash reconciliations
  • Support the supervisor with booking and expensing all Prepayments.
  • Generali
• On monthly basis support Payroll function to prepare the Utmost/Generali schedule within set deadlines.
• Ensure Utmost/Generali deductions correctly posted
• Prepare GL reconciliation report for review
  • Monthly Motor Vehicle Mileage Billing: Ensure Motor Vehicle Log sheets completed, approved and Journal entry for the monthly billing are passed in the system

Administration:

• Manage accounting office storage and filing;
• Support in gathering support documentations in preparation of annual/donor audits;
• Collect and scan all Receivable finance documentation in an organized electronic filing structure that is user friendly;
• Perform any other relevant duties as assigned by the supervisor and other Senior Finance Team.

 Qualifications:

• Bachelor’s degree in accounting/business or related field
• Qualified Certified Public Accountant
• Minimum 3 years working experience in an International NGO
• Audit experience is desirable
• Experience in using ERP Accounting systems is desirable Knowledge in French will be an added advantage
• Excellent communication skills, verbal and written
• Excellent computer skills (Word, Excel, Outlook)
• Flexible, culturally sensitive, and exude a “team” attitude
• Must have excellent interpersonal skills with the ability to interact professionally with staff, partners and donors