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Application Deadline: September 30, 2021
Department: Internal Operations
Employment Type:Fixed Term – Full Time
Location: Nairobi
Reporting To: Regina Mutuku
Jnr. Finance Officer
About Medic
Medic is a 501(c)(3) nonprofit organization founded in 2010 to advance health and human flourishing with and for the hardest-to-reach communities. We envision a more just world in which health workers are supported as they provide care for their neighbors, universal health coverage is a reality, and health is a secured human right. Practically, we have advanced our mission by building, implementing, and supporting open-source digital tools that support Community Health Workers, managers, and facility-based health workers. Along with our partners, we build and apply software that helps health workers deliver high-quality, equitable care in redesigned health systems. Our team and partners support more than 28,000 frontline health workers caring for an estimated 15 million people in 18 countries across Africa and Asia.
Each member of our team was drawn to this mission and emboldened by a vision of global health equity. Our diversity of skills and experiences helps us tackle complex challenges – we look forward to hearing from you and exploring ways to work together.
Position Details
The Finance Officer role involves ensuring that all activity is converted to meaningful financial data and on-time tracking of both project and internal budgets to achieve optimum planning. This is achieved through proper accounting & bookkeeping, project financial & Variance reporting, payroll management and providing support to the delivery team, compliance, audits and contracts management.
Key Responsibilities
Accounting and day-to-day bookkeeping. (70%)
- Maintenance of books of accounts covering processing of payments, preparation and maintenance of cash books, bank reconciliations (KES, USD), JEs and managing the financial filing system.
- Monthly reconciliation of Balance Sheet accounts (Teammate ledgers, Payroll accounts and other accounts).
- Maintain relations and correspondence with the bank. – Negotiating the best forex rates in relation to the CBK prevailing rate and speculation.
- Reconcile, close monthly accounts and help with facilitation of external audits.
- Maintain up to date fixed asset register and post quarterly depreciation schedules.
- Perform Admin and office support functions in the absence of the Admin.
- Maintain and update finance documents, shared logins and passwords.
- Update prepayments amortization schedules (WIBA, Health Insurance, etc) and allocate costs to the respective projects.
- Setting up new teammates on Payslip Maker, expensify, S2B and ClickTime.
- Reconciling, updating and sharing teammates ledger accounts and settlement of dues on a monthly basis.
- Monitoring monthly ClickTime reports to ensure time allocation reports are available on time to facilitate payroll allocation.
Project Financials. (5%)
- Onboarding and training team on finance areas like expensify and ClickTime.
- Monitor Regional Admin, PD & Project budgets (forecasts, liquidity, variances).
- Responding to financial inquiries to FM, PMs, LA and other stakeholders by gathering, analyzing, summarizing, interpreting and reporting data.
- Process project financial facilitation requests – review requisitions against budget and process payments/teammates advances.
- Follow up with project teams for project expense reports, review, forward for approval and book costs to Sage.
- Prepare partner invoices/financial reports in line with contractual requirements and update invoice tracking report on Salesforce to track monthly receivables ageing report.
- Monitor receivable ageing report and follow up on overdue invoices.
Payroll Function. (10%)
- Payroll preparation and administration of employee benefits. (Including local contractor’s payments).
- Deductions and filing of statutory returns accordingly- PAYE, NHIF, NSSF, WHT, VAT, NITA, HELB, SACCO and Pensions.
- Updating the Master payroll and reconciliation of Payroll accounts on a monthly basis.
- Sharing of WHT Certificates to contractors, P9 forms and payslips to employees.
Procurement & Vendor Management. (10%)
- Procurement process – verify PRs, POs and invoices to ensure all costs and commitments are properly allocated. Ensure procurement processes comply with established procedures.
- Management of vendor accounts, including pre-qualification with Finance & Admin Manager, service agreement management, project related PO approval, invoice and payment processing.
- Develop a sound understanding of the Core IT systems being used for managing day-to-day operations. Ensure timely updating of client and operational data.
Compliance & Policy Review.( 5%)
- Participate in updating financial policies & processes and their consistent application.
- Ensuring payment and filing of statutory information before the due dates.
- Support with statutories documentation and aid with Annual Financial Audits.
- Maintain a complete Partner contract filing system for signed contractual agreements.
Skills Knowledge and Expertise
Qualifications
- CPA Finalist, Bachelor’s Degree in Accounting/BA/Bcom
- Experienced in handling all aspects of finance and accounting with a 3-5 years professional experience
- Deep knowledge of Sage Intacct
- Excellent communication skills (writing and speaking) in English. Must be able to express thoughts and opinions clearly and concisely
- Proven ability to work independently
- Must be flexible with working hours to communicate with USA office
- Commitment to Medic values
- Kenyan/Valid Kenyan work permit
Why Medic?
Purpose & Impact
- Ability to create and see real impact in your work
- Freedom to take initiative and innovate, bonus of an agile, small team
- Work for a globally awarded social enterprise recognized for developing a solution that can create global systems change in the health sector
The Team
- Work with a value and mission driven team that is consistently described as warm, incredibly kind and supportive
- Exposure to a diverse team: over 15 different nationalities
- Opportunities for global travel: all team meet-up + functional team meet-up + field visits
Work/Life & Growth
- Generous leave time: vacation, maternity/paternity, bereavement, & sick days
- Professional development funds & opportunities + 5 days off for prof dev
- Workspace and communication stipends
- Flexible, remote schedules
