Finance Assistant at Gold Star Kenya

Position Summary:

• The Finance Assistant will manage and record transactions into Quick Books, ensuring seamless payments to suppliers based on invoices submitted as well as ensuring project support and effectiveness by providing hands-on implementation of project activities.

Duties and Responsibilities:

Payment processing

• Ensure all payments shared with finance are processed timely through follow-up for timely authorizations of payment requests in line with the approved limits per the delineation chart
• Submit remittance advice with for all processed vendor payments.
• Receive payment requests, prepare payment vouchers, and submit to Senior Finance Officer for review and approval
• Release approved payments, ensuring proper documentation, stamps, and signatures

Banking

• Perform banking roles such as cash depositing and collection.
• Support monthly balance sheet and bank reconciliations
• Prepare cash and bank accounts monthly and submit for approval.

Cash flow management

• Check all the bank statements regularly for any receipts and other peculiar items and notify your supervisor accordingly.
• Prepare an up-to-date cash flow statement weekly for decision on cash needs.
• Statutory deductions remittance. Ensure that PAYE, NSSF and NHIF are remitted by the stipulated deadlines.
• Ensure that all other payroll deductions (HELB, Sacco, Pension) are remitted to the respective institutions by the respective deadlines.

Administrative:

• Maintain an organized and well documented (all files must be labeled properly and visibly) and sequential filing system for all processed payments.
• Support retrieval of documentation for reviews and audits
• Receive, distribute, circulate, and file incoming documents
• Ensure full compliance with financial and donor regulations.
• Perform any other duties as assigned by the supervisor.

Minimum Requirements:

• Bachelor’s Degree in Commerce (Accounting/Finance option) or a related field and at least 2years’ experience preferably in NGO set up.
• Proven experience in accounting, preferably in program management or similar environment.
• Knowledge in Excel and Quick Books system is a MUST
• Knowledge of finance processes, systems and principles. Basic knowledge of USAID regulations or experience in working in a USAID funded program would be an added advantage.
• Excellent written and verbal communication skills with the ability to interact effectively with diverse stakeholders
• Highly organized individual, tactful, has initiative and able to multitask and work well under pressure.
• Ability to work independently, prioritize tasks, and meet deadlines in a fast-paced environment.
• High level of professionalism and discretion in handling confidential information.