Finance Assistant at Morsan HR Consulting

The Finance Assistant will be responsible for ensuring the smooth day-to-day running of all finances, all statutory returns, compliance issues, and some operational support and procurement tasks.

This person needs to be hands-on and take on different responsibilities as required, based on the changing needs of the company. The role will be varied and is suited to someone who can use initiative, ask the right questions, and come to their manager with a problem and some potential solutions.

Duties & Responsibilities

The role will have the following duties and responsibilities:

Day-to-Day Duties

• Petty Cash Management: ensure that the petty cash M-Pesa phone account and expense float account have an adequate balance at all times, all payments are recorded in the Excel sheet, and reconciled daily. They are updated in Zoho weekly, and those who take advances understand their responsibilities and report as required.
• Bank Management: acts as the main agent on the bank account. Enter payments for further approval and ensure all supporting documents are in place prior to entering the payment, e.g., all procurement process requirements are met, and POs, PFIs, etc. are received.
• Cashflow Management: ensure adequate balances of cash are kept in bank and petty cash accounts, and request top-ups in a timely manner.
• Data Entry: ensure that all invoices, bills, payments, receipts, expenses, and any other financial transactions are recorded in a timely fashion and accurately for accounts and reporting.
• Accounts Payable: ensure all bills are paid in a timely manner in accordance with supplier terms and maintain a strong relationship with suppliers.
• Accounts Receivable: ensure that all payments from customers are posted on a daily basis so that accounts show accurate balances. Work with the sales team on any invoice issues and follow up on debt.
• Documents: ensure all supporting documentation is filed both in soft and hard copy, and that all transactions are adequately supported. Follow up on e-tims and other official invoices as required.
• Office Administration: ensure that the purchase of office and kitchen supplies is done and that a minimum buffer of stock is available at all times.
• Employee Expense Management: follow up with all employees on timely submission of expense forms and carry out reconciliations for each person to ensure no monies are owed to either party.
• Tax Filings: ensure that the company is fully compliant with all VAT and statutory payroll deductions, and all payments are made on time and without penalty. Raise any issues or need for amendments with the CFO.
• Payroll: do monthly statutory payroll submissions and ensure that SHIF, NSSF, Housing Levy, HELB, NITA, and any other statutory bodies have accurate account statements for us and any issues are dealt with in a timely manner.
• Internal Controls, Policies, and Processes: make suggestions to the CFO for new policies or processes that may be required, or improvements that can be made to current ones.
• Compliance: maintain a list of compliance items that need to be done throughout the year, e.g., single business permit, EPRA, KEBS, county permits, membership renewals, insurances, etc. Month End
• Prepare all petty cash, M-Pesa, and bank reconciliations
• Work with the CFO to post all monthly accrual and prepayment adjustments and ensure the accounts match the accrual and prepayment schedules, and no additional adjustments are required.
• Update the fixed asset register with any additions or disposals (if disposal calculates profit/loss on disposal and adjust), and post updated depreciation each month.
• Review and clear out all employee reimbursements, payroll liabilities, suspense, and clearing accounts.
• Fully reconcile the expense float account with Zoho and all employees.
• Ensure that monthly tax liabilities are correct and all month-end filings are carried out on time.

Other Responsibilities and Duties

• At all times, display a high level of integrity and professionalism in line with the company’s core values.
• Attend training to develop relevant knowledge, techniques, and skills.
• Communicate, liaise, and negotiate internally and externally using appropriate methods to facilitate the development of profitable business and sustainable relationships.
• Recruit, manage, train, and motivate direct reporting staff according to the company procedures, policy, and employment law.
•  Provide ad hoc financial reports as required by colleagues or management.
• Adhere to the health and safety policy and other requirements relating to the care of equipment.

Skills and experience 

• Education: Degree in accounting
• Experience: 3 years + of relevant experience working in a similar position
• Language: English required, Kiswahili or French a bonus
• Attention to detail: tremendous attention to detail, ability to review and pick up small discrepancies and errors
• Teamwork: likes working in a team and liaising with other team members, in a slightly chaotic and ad hoc flexible environment
• Driven: to do something good in this world with your skills and talents