Finance Assistant at The Institute For Social Accountability (TISA)

JOB PURPOSE

• The Finance Assistant will be responsible for efficiently executing finance and accounting operations. The role is expected to ensure the Institute's financial and legal integrity within the framework of policies, procedures, and statutory requirements. In addition, they will support program teams in complying with donor rules and regulations and provide budgetary oversight on project activities. The incumbent is expected to maintain appropriate books of accounts, transaction activities, and relevant documentation.

DUTIES AND RESPONSIBILITIES
Payments

• Prepare payments relating to assigned grants to ensure adherence to TISA policy and donor guidelines.
• Share monthly administrative and salary allocations and effect internal transfers and payments to suppliers
• Preparing online banking registers and upload approved payments on the online banking platform.
• Cashflow management for all TISA accounts

Posting and monthly reconciliation

• Posting all financial transactions accurately in the accounting system to ensure accounting practices and standards and organizations policies and procedures are adhered to.
• Ensure ledger reconciliation to ensure reports shared with the donor agree to the posted transactions
• Perform Monthly bank and M-Pesa reconciliation on or before stipulated timelines
• Preparing monthly and year-end reconciliation of the accruals and making journals where necessary

Budget monitoring and financial reporting

• Assist in preparation of proposal budgets, realignments and extensions for the life of a grant up to and including close-out.
• Lead annual project budget implementation and ensure expenditure complies with approved budgets and donor requirements.
• Prepare monthly grants financial reports and discuss with program implementation team
• Analyse spending trends and provide feedback and analysis to project leaders on areas with significant over- or under spending for decision making
• Generate financial reports as per agreed schedule on the grant agreement and monitor financial report process from review, signature and sending to the donor.
• Prompt follow up and review of donor feedback from shared reports and attending donor meetings.
• In consultation with the Head of Finance and Administration, prepare grant documents (budget reviews, grant agreements, modifications, closeouts and related correspondences)
• Ensure timely cash requests in line with the donor requirements to avoid cashflow challenges that may hinder projects implementations
• Assist in compiling annual budget and quarterly institutional reports for board reporting at least one week before the due date according to TISA policies and the institutional and board calendar.
• Responsible for the fiscal management support, control, advice and reinforcement of all aspects of supported project(s) cycle. They will oversee monthly financial reporting, payment processing, budgeting, audit and compliance and training in financial management for the project team and partners

Audit and Compliance

• Preparing various supporting schedules for the financial statements to facilitate annual audits
• Ensure that adequate financial systems are in place and accounting practices and standards are adhered to and are in accordance with accepted accounting principle and organizations policies and procedures and grant and donor requirements.
• Prepare close-out documentation at the end of funding cycles in compliance with TIS policies and procedures and grant and donor requirements.
• With the assistance of Head of Finance and Administration, assess capacity of local partners on policies and procedures. Build capacity of local partners on TISA policies and procedures and donor compliance.
• Ensure procurement procedures are in alignment with TISA policies and procedures and grant and donor requirements.
• Coordinate the tasks for project audits and respond to the external auditors regarding transaction details. Management or policy issues are referred to the Head of Finance and Administration.

Record-Keeping and Filing

• Maintain organized and up-to-date financial records, implementing efficient filing systems.
• Support internal and external audits by providing necessary documentation.

Required Skills and Experience

• Bachelor’s degree in accounting, Finance or a related field from a recognized university.
• Fully qualified accountant, CPA-K holder.
• At least two years of relevant professional experience working in an NGO.
• Donor experience - proven experience in fund-based accounting work.
• A sound knowledge of accounting and financial management.
• Experience with ERP systems especially Microsoft dynamics 365, excellent accounting
• knowledge, book-keeping forecasting, operations management, and proficiency in MS Office, especially Excel.
• Familiarity and understanding of the financial donor reporting requirements.