Finance Assistant at Mercy Corps

Department Summary

The Mercy Corps Finance Department is responsible for all financial functions in Nairobi, including accounting, payments and banking, payroll, budgeting, financial reporting, and grant financial management and compliance.  The Mercy Corps Finance Department ensures compliance with donor regulations as well as Mercy Corps’ internal policies and procedures.  In its role as a support to the Program Department, the Finance Department provides timely reports and assistance to the Country Director and the Program team to ensure that financial resources are used efficiently and effectively.

General Position Summary

Working in the Finance Department under the direction of the Senior Finance Officer/Finance Officer, the Finance Assistant will assist in the processing and recording of payment transactions in timely and accurate manner to support the program team activities.

Responsibilities

Financial management

• Maintain custody of the office cash fund and make daily payments of approved transactions.
• Prepare cash payment vouchers and ensure that all cash transactions are fully and properly documented.
• Perform daily cash count with the Finance Officer or other person assigned.
• Record payment vouchers daily in the cash sub-journal.
• Maintain the uncleared cash advance file and prepare past due advance report for the Finance Manager.
• check-signers for review and signature.
• Prepare bank payment vouchers and ensure that all bank transactions are properly and fully documented.
• Record payment vouchers daily in the bank sub journal.
• Prepare cheques or wire transfer requests based on fully approved documents and present to approved.
• Review expense reports (travel expense reports and operational expense reports) for accuracy and completeness and ensure that expense reports have been fully approved before payment.
• Prepare photocopies of vouchers and other supporting documents as required for the monthly reporting package to HQ Finance.

Filing & Archiving

• File all cash and bank vouchers and maintain voucher filing system such that files are updated, complete and safeguarded.
• Assist with Sub-grant management and organizing sub-grant files.

Tax

• Process DA1 for USAID VAT returns forms and follow up on processing status in a timely manner.
• Maintain VAT database tracker for submitted DA1 forms to USAID.
• Follow up with vendors on VAT refunds upon approval by USAID for refund.
• Process withholding VAT and withholding tax as per KRA regulations.

Payroll

• Prepare monthly payroll based on information provided by HR and timesheets
• Prepare payroll accrual entry

Qualifications

Knowledge and Experience

• A degree in accounting or a relevant business field.
• Minimum CPA II or other relevant accounting qualification.
• At least one year experience in accounting, bookkeeping or cashiering, including experience with double-entry accounting preferably in an international NGO.
• Familiarity with major international donor rules and non-profit accounting.
• Familiarity with computerized, double-entry accounting software.
• Strong computer skills in MS Office programs, particularly Excel
• Accuracy in the processing of cash transactions, mathematical aptitude and attention to detail.
• Excellent oral and written English skills.

Success Factors

A successful Finance Assistant will be a strong team player, with good communication and interpersonal skills. S/he will have knowledge on the application of best practices in basic financial management and knowledge of financial management software. S/he will be flexible, thorough have the ability to pay attention to details, proactively solve problems, follow procedures, meet deadlines, and work independently and cooperatively with team members.