Finance Officer at Oxfam

KEY RESPONSIBILITIES

Accounting Management - 5%

• The Finance Officer is responsible for co-ordinating the management of all bank and cash transactions from and to the Kenya Program bank accounts in order that programme activities can be efficiently carried out.
• Ensure that payments are approved in accordance to the stipulated organisational procedures and rules in time. The payments are well captured and recorded in time, for consolidation and timely reporting and submission to the internal and external parties.

Cash Flow and Bank Reconciliation Management - 10%

• To ensure both bank and cash records are updated daily, closely and ensure all cheques and cash received are banked immediately, following up and acting on discrepancies and any problems flagged in Nairobi which may arise. Advising the Thematic leads of cash requirements and prepare Top-up request to Oxford. Prepare Nairobi bank reconciliations.

Management of Advances, Asset register, Floats and Loans - 10%

• Ensure that balance sheet accounts are reconciled monthly and any outstanding issues is addressed as appropriate. All recoveries in respect of advances, floats, loans, private phone, mileage etc owed by staff members are appropriately paid or deducted from the salaries on specified dates, as approved. Ensure the Asset registers agree with people soft and physical assets and in line with organizations policy.

Cash Management - 5%

• Maintain a complete and accurate record of all petty cash transactions; that expenditure of petty cash is fully monitored; and that requests for replenishment are made in a timely manner, when required. Ensure all petty cash vouchers raised are appropriately approved and filed in a safe place for 7 years. Ensure any cash received is banked within 48 hours. Assist Operations Director review existing systems and procedures advise on any changes to ensure cost effectives operations in the programme.

Payroll Preparation - 10%

• Process Kenya Program monthly payroll with accuracy, completeness and ensure that all statutory deductions other relevant deductions are made and remitted on time. Ensure that payroll is reconciled to people soft.

Payment and invoice Management - 20%

• Process payments ensuring that invoices are thoroughly reviewed; invoices are fully supported, confirm compliance to Oxfam/donor procedures etc. payment vouchers raised are appropriately approved and filed in a safe place for 7 years. The payments are to be recorded accurately reflecting the correct information and amount paid. Maintain a log of all cheque payments made including name of suppliers. Assist Country office put in place systems to monitor pending payments with a view of reducing lead time and also production of financial management reports.

Budget - 5%

• Assist Finance Manager in supporting and reviewing program budgets and forecasts to ensure they are accurate and in line with set guidelines. Assist thematic leads in preparing their project budgets that should assist in feeding to programme budgets. Review proposal budgets to be sent to various donors in conformity with their regulations and formats as may be called upon.

Expenditure Coding - 10%

• Ensure proper coding and/or re-charging of other Oxfam offices. Each month invoice and/or recharge staff for private expenditure especially those based in Nairobi in relation to the personal use of Oxfam assets (including private mileage in Oxfam vehicles, telephone, photocopying) and all other costs & charges incurred by them as approved by respective Operation directors.

Uploaded Journals - 5%

• Prepare and uploaded cashbook/bankbooks, and journals for authorisation by the operations director. Prepare correction journals and recharges are done by 2nd of every month ensuring all the supporting documents are in place. Ensure all expenses are captured in the Oxfam Finance system on time.

Risk Management - 15%

• Act as final check to arrest any exposure and manage financial and fraud risk within the organisation that may impact on the various country programmes. This includes clear understanding of HR, Logistics and Finance Policies to ensure that the payment processing, coding and accounting is correctly done according to policy.

Reporting - 5%

• Prepare financial reports for Kenya Prorgamme.
• Reconcile debtors and creditors accounts on monthly basis.

Skills, Competency and Knowledge

Required

• A university degree with a specialization in Finance or Accounting.
• Accountancy professional qualification {ACCA or CPA (K)}
• Minimum 3-5 years proven relevant and progressive work experience preferably with INGO.
• Excellent analytical skills particularly from the point of view of cost-effective financial management.
• Multi-tasking and higher efficiency, attention to details.
• Proven experience of management of suppliers/contracts and financial systems.
• Ability to plan with good organizational skills, including prioritization and ability to work under pressure.
• Good knowledge of financial systems.

Desired

• Knowledge of multiple donor funding regulations.
• Initiative and ability to follow up on issues.
• Ability to response to changing needs.
• Good reporting and communication skills
• Team-working skills.
• Good spoken and written English.