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Mercy Corps is a global humanitarian aid agency engaged in transitional environments that have experienced some sort of shock: natural disaster, economic collapse, or conflict.
The Position (General Position Summary)
Working in the Finance Department under the direction of the Finance & Grants Manager-Nawiri, the Finance Officer will primarily assist in the processing and recording of DA1 forms- VAT exemption applications and VAT refunds from Vendors. The Finance Officer will also carry out finance department related document archiving and retrievals, relevant filling, photocopying and document collation as needed including counter checking all documents if in order before monthly filing. They will support the finance departments with other tasks in the absence of the Finance Officers in Nairobi office.
Essential Responsibilities
Financial Management
- Extract transaction listing from Navigator financial system, identify all Programs transactions that are eligible for Tax exemption in line with the donor requirements.
- Prepare DA1 forms for all programs including Nawiri consortium partners (Mercy Corps, BOMA, Caritas Lodwar, RTI & Mercy Corps) while ensuring that correct supporting documents are attached.
- Draft USAID correspondence in line with DA1 forms and refund submissions.
- Review all programs and Nawiri Consortium DA1 submitted documents are adequate and relevant, complete and computations are accurate.
- Maintain a tracker for Mercy Corps and other Nawiri Consortium Partners DA1 submissions, refunds and regularly provide a status report.
- Maintain hard and soft records of all DA1 forms submitted to USAID and all DA1 refunds received from USAID.
- Follow up with vendors and all programs including Nawiri consortium partners regarding KRA approved VAT refunds. Capture all VAT refunds on the Navigator finance system.
- Provide support to the finance officers and Assistants in Nairobi and field offices in their absence.
- Prepare and maintain a database on a regular basis all the finance transactions and documents by ensuring that documents are well filed, scanned and are retrievable.
- Facilitate efficient archiving of documents to the warehouse.
- Support Finance Accounting department with entry of transaction in the accounting system on monthly basis.
- Responsible for ensuring the reclass file is update and all documents filed and ready for audit.
- Responsible for retrieving all audit samples during audits including IF Audit or documents requested.
- Provide support to finance office as may be required.
Accountability
Reports Directly To: Finance & Grants Manager-Nawiri
Works Directly With: Program Managers, Country Finance/Grants Teams Operations/procurement teams
Accountability to Participants and Stakeholders
Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.
Minimum Qualification & Transferable Skills
- Degree in accounting or relevant field.
- At least three years experience in document handling, filing, archiving and records keeping
- Strong computer skills in MS Office programs, particularly Excel
- Accuracy in the processing of DA1 forms, mathematical aptitude, and attention to detail.
- Excellent oral and written English skills.
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