Finance Support Officer at Brooke East Africa

Key Responsibilities 

Timely preparation of payments 

• Preparing payment vouchers well coded to respective accounts and bank transfers;
• Being the custodian of the cheque book and processing cheque/online payments;
• Recording payment vouchers/invoices weekly in the cash/bank sub journal;
• Preparing payment vouchers and ensuring that all transactions are properly and fully documented and recorded in the cash/bank sub journal;
• Ensuring that all supporting documentation are prepared and filed according to Brooke EA procedures;
• Maintaining custody of the office cash fund, review expense reports (travel expense reports and operational expense reports) for accuracy and completeness and ensure that expense reports have been fully approved and documented.

Petty Cash Management 

• Maintaining Petty cash float at approved levels; 
• Processing Petty cash requests in an efficient manner;
• Paying out Petty cash only upon satisfactorily meeting the threshold of accurate documentation, authorized transaction and alignment to financial system requirements;
• Ensuring that Petty cash documentation is filed for record and monthly reconciliation is done; 
• Monitoring Petty cash handling and carrying out spot checks from time to time;

Accounting

• Assisting with month end balance sheet account and bank statement reconciliations;
• Checking reports for financial accuracy and proper coding of expenses in line with relevant systems and procedures;
• Preparing and entering financial information to FS and maintaining all financial records for program and for the organization; 
• Maintaining an up-to-date fixed asset register by updating upon procurement of assets, disposal of any asset, and charge appropriate depreciation as per recommended category
• Contributing to constructive and timely communication related to financial management;
• Reviewing advances to staff for relevant programmes, based on authorized expenditure forecasts;
• Supporting the Finance and Administration Manager in preparing financial reports when needed. 

Support in Audit

• Working with the Finance team on preparing the books and records for audits, and specifically ensure compliance with all finance requirements;
• Developing ad hoc financial and operational reporting as needed;

Payroll processing

• Assist in ensuring all payroll transactions are processed efficiently;
• Collecting, calculating, and entering data in order to maintain and update payroll information;
• Compiling summaries of earnings, taxes, deductions, leave, and non-taxable wages and reporting on this;
• Determining payroll liabilities by providing information regarding any deductions/benefits to be included, timely payment of statutory deductions;
• Supporting payroll operations in strict adherence to organizational policies and procedures.

Budget Management

• Support in managing EAO budget and advise users on deviation, balances and performance;
• Support in preparing periodic reports of actual expenditure against budget for internal stakeholders, obtaining explanations for variances and keeping staff and management informed about budget issues that arise;
• Analyzing spending trends and providing feedback and analysis to project leaders on areas with significant over- or under spending;
• Consulting Finance Manager on cost allocations, general accounting, internal controls and administrative systems as required;

Knowledge, qualifications, skills and experience

• At least 5 years working experience in a busy finance / accounts office.
• Be a holder of B.com degree in Finance or accounting and at least holder of CPA Section 4.
• Experience in posting data and extracting reports with accounting software preferably sun system.
• Good operating knowledge in excel, and reporting.
• Ability to multi task in various disciplines.

In addition to the responsibilities above, the role holder will be required to;

• Take responsibility for own actions, behaviors and outcomes
• Take responsibility for their own learning and fostering growth and development in others
• Create and maintain harmonious and constructive working relationships with others internally and/or externally
• Ensure that time and resources are utilized to best effect for the achievement of the Brooke’s
• goals and our mission and that others are committed to agreed courses of action
• Make clear, informed and timely decisions that lead to effective outcomes in line with the
• Brooke’s mission.
• Seek out and develop new ideas and approaches, respond positively and constructively to change and fostering a culture of continuous improvement.
• Work respectfully, effectively and collaboratively with others in the team, across the organization and externally to deliver effective outcomes.
• Communicate clearly, concisely and compellingly in a manner that is appropriate to the audience.
• Engage respectfully with others both internally and/or externally to persuade them to adopt courses of action that are in the best interests of the organization and the animals.