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Finance Officer 39 views

ob Responsibilities and Accountability

Overall job purpose:

To manage and record the transactions into the SUN (accounting system), upload templates and ensure timely payments to all suppliers based on the invoices generated from the Logistics and Administration departments; process all the Payment Vouchers ensuring all necessary supportive documents are available and appropriately signed by relevant authorizers; and assist in review of partners’ financial reports and documents.

Accounting:

  • Manages the preparation and maintenance of a variety of financial records and reports, including those related to the general ledger, accounts payable, accounts receivable, payroll, budgets and supervises data gathering, data entry and financial planning work associated with rate setting and analyses.

Budgeting:

  • Oversees and proactively participates in the preparation and presentation of the project budgets and the organizational annual budget.
  • Extracts Budget Monitoring Reports on the 15th of each month, highlighting over or underspending and shares feedback to the Finance Coordinator, Programme Manager and Head of Mission.
  • Participates in monthly budget review meetings.

Training and Capacity Building of Johanniter & Partner Finance Staff:

  • Works together with the Finance Coordinator in planning the work plans (Quarterly, Monthly and weekly) to ensure that all essential tasks required for the proper financial management procedures are followed.

Payments to suppliers/ vendors:

  • Receives payment requests from the Logistics department, prepares the payment vouchers and submits them for authorization and approval to the Finance Coordinator and Head of Mission. Ensures that all documentation is present and properly signed and dated correctly.
  • Ensures that all receipts are stamped using the Johanniter Paid stamp and donor stamp and that all invoices and/receipts are signed by the suppliers.
  • Undertakes market visits on an ad hoc basis to cross check prices of different items to ensure that prices offered to Johanniter are matching the market prices.
  • Ensures the invoices are arranged in a chronological order and files them accordingly in the various files for each cashbook.

Ensures the accountancy is of the expected quality, reliability and transparency:

  • Ensures the management of cash boxes {following up advances and maintaining the advances register, expenditure reconciliations etc.)
  • Prepares the periodic cash forecast for the country office and for projects in coordination with the programme team and partners and submits it to the Finance Coordinator and HoM for approval and timely disbursement.
  • Checks all vouchers to ensure all procurement procedures are followed (RFPs, QET, PA, PO, NCP) and that the Payment Vouchers are complete and are systematically signed by authorized persons.
  • Reviews and checks that expenditures are validated by the management taking into consideration all the validation thresholds for Johanniter e.g. Program Manager, Head of Mission and the Head of Programmes at HQ.
  • Reviews and ensures that all vouchers from Partners are photocopied after thorough checking of all necessary documentation, relevant signatures and any other requirement as per the financial guidelines, upload them as intended {e.g. 4juh).
  • Scans all monthly closing vouchers and uploads them onto the 4JUH platform by the 15th of each month.
  • Ensures all vouchers are properly filed for audit purposes and that access to the documents is limited to finance staff only.

Updates and controls the monthly accountancy:

  • Maintains the cashbook in the specified SUN upload template, ensuring that all transactions are properly recorded.
  • Ensures booking text descriptions and L-codes (project code L 1, JUH budget lines L2, donor budget lines L3, source of funds L4, Country L5, partner L6, person L7 and Fibu code) are rightly allocated.
  • Ensures accuracy and completeness of the cashbooks and ensures proper filing of all financial documents.
  • Monitors expenses for all activities and ensures that payment is released to the right person in a transparent manner.
  • Uploads cash reports on the SUN system for partners and country office for review and posting.
  • Performs a weekly cash count every Friday and reports any discrepancy to the Finance Coordinator for further action. Files all cash count reports in a separate file for audit purposes.
  • Reviews all documentation from the partners to ensure completeness accuracy and compliance to Johanniter finance guidelines and donor requirements and upload on SUN System.
  • Prepares monthly closing documents, including the monthly cash counts and the bank reconciliation in the presence of Finance Coordinator and the Head of Mission. Analyses any possible cash box disparities and provides technical assistance for their resolution (propositions on reorganization).

Ensures the correct finance implementation of HR procedures:

  • Ensures the timely payment of statutory deductions (NSSF, NHIF, NITA and tax (PAYE) to various Government departments prior to the deadline and ensures these are booked accordingly in the Accounting System.
  • Follows up on the Expatriate Tax payments for those registered for Taxes in the country.

Other duties:

  • Assists the Finance Coordinator in preparation of project financial reports {monthly, quarterly and final).
  • Facilitates the Audit process ensuring that all documentation needed is made available to the Auditors, answer some queries and coordinates with other finance team to ensure smooth Audit process.
  • Supports the Finance Coordinator in other tasks as requested.

Person Specification

Professional Qualification and Experience:

  • Bachelor’s Degree in Business Administration, Accounting, or Management
  • Minimum of CPA part II
  • Minimum of three (3) years of solid experience in financial management, and administration in an International NGO setting.
  • Excellent skills in Microsoft Excel, Word and computerized accounting. Knowledge of the SUN System or any accounting software is essential.

Skills:

  • Ability to organize, plan ahead and prioritize multiple tasks and meet deadlines.
  • Flexibility, ability to adapt.
  • Good team player
  • Discretion
  • Responsible and innovative
  • Capacity Building and Training skills required
  • Excellent communication skills both spoken and written.
  • Problem solving skills in day to day and crisis situations
  • Ability to travel throughout Kenya.
  • Fluency in English. Knowledge of local languages will be an added advantage

How to apply

  • Johanniter is an equal opportunity employer that values diversity. Suitable candidates with disabilities are encouraged to apply.

*We require background checks (incl. criminal record and reference checks) to protect the vulnerable and prevent abuse. *

  • Applications for this position (including a cover letter, CV, reference contacts of three former supervisors as well as job certificates if available) should be sent to recruitment.kenya@johanniter.de until 9th June 2023.
  • Please indicate Finance Officer Kenya in the subject line of your e-mail and in the application mention your earliest date of availability.
  • Only complete applications will be considered. Only short-listed candidates will be notified.
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