Location:Nairobi, Kenya
Job Code:1276
# of openings:1
Description
Job Summary
To ensure that the EGPAF Country Office financial and accounting operations are in strict compliance with EGPAF policies and procedures and specific donor rules and regulations. Also strive to ensure efficient and accountable use of donor funds across the Kenya program.
Essential Duties and Responsibilities
Accounts Payables
Ensures adequacy of supporting documentation for all documentation forwarded for payment
Responsible for timely processing of staff advances for travel and activities
Responsible for ensuring that supplier invoices are paid within 15 working days
Responsible for reconciliation of supplier statements
Responsible for ensuring that all hard copy vouchers are duly authorized before payment and filing
Manages a systematic financial filing system that is sequential, complete and up to date at all times. Also responsible for scanning of all financial records
Pro-actively addresses identified monthly compliance issues regarding payables from HQ and between Nairobi & Sub-Offices
Accounts Receivables
Responsible for implementing EGPAF Kenya’s advances liquidation policy
Reviews and signs off on all submitted Field Expense Reports, ensuring the validity and accuracy of all submitted receipts. Periodically samples receipts and clarifies sampled expenses with vendors
Accurately posts the advances liquidating expenses to QuickBooks
Payroll Management
In liaison with HR, ensures that all staff bio-data is correctly loaded in the payroll software
Ensures that all staff timesheets are received on a monthly basis, are accurately recorded, and duly authorized. Also responsible for training staff on proper timekeeping principles per USG regulations
Ensures timely payment of staff salaries, and in the event of unavoidable delays, liaises with HR to inform staff
Ensures strict adherence to correctly computed statutory payments from payroll and maintains separate file for ease of statutory audits
Maintains accurate payroll allocation spreadsheet and ensures correct posting of payroll journals to Quick Books
Cash/Bank Management
As custodian of the safe account, ensures integrity of the security codes for the safe and manages disbursements and posting of safe related transactions
As custodian of the check books, ensures safety, sequential check writing, counterfoil controls and application of new check books as appropriate
Monitors account balances on all accounts and advises on dollar/shillings transfer periods and amounts
Performs accurate bank reconciliations at least monthly, and reviews reconciliations from the sub-office accounts
Statutory Requirements
Ensure all statutory remittances are paid on time, and that accurate amounts are paid
Monitor news for changes in statutory requirements and regulations and consequently develop and implement the necessary procedures to facilitate adherence to statutes
Assists finance manager to file Foundation annual tax returns, including nil returns for corporate taxation
Maintain and update statutory remittances file, conducting period audits of the files to ensure ability to satisfy any statutory scrutiny
Other Responsibilities
In liaison with HR, orientation of new staff on finance policies and procedures
Sub-office support- Qbks Review of sub-offices transactions, PVs review on a sample basis and ensures that they submit the end month reports on time
Recommending changes to existing policies/procedures and process flow charts
Maintaining schedule of weekly finance meetings, and ensuring all minutes are documented and stored on the relevant folders in the server
Update and disseminate knowledge by studying existing and new regulations, participating in educational opportunities, reading professional publications and maintaining personal networks
Ensure continuous innovations, adoption of best practices and regular reviews of finance and accounting operations for optimal efficiency
Analyze risk areas in financial operations and recommend mitigating factors
Any other work related duties as may be assigned
Skills/Qualifications:
A wide understanding and experience working with USG funded projects
Minimum degree in related Business Field; CPA II or equivalent
Minimum three years working in donor funded project accounting (preferably USG funded)
Excellent communication skills
Well-developed interpersonal skills
Strong work ethic and ability and willingness to work long hours
Able to work in team settings and willingness to learn
Cross-cultural competence as demonstrated by confidence and ability to make relevant presentations to diverse audiences
IT Savvy, including accounting soft wares
Willingness to travel (at least quarterly)
CLOSING DATE – 04 AUGUST 2017