- Location: Nairobi,Kenya
- Department: Finance, IT and Facilities
- Contract length: Open ended, 100%
- Start date: ASAP
- Deadline: 10th July 2024.
Rationale/Objective for Position
The Finance Assistant is responsible for supporting the maintenance of financial and accounting records by managing day-to-day tasks in the finance department.
Tasks & Responsibilities
Cash Management
- Ensure timely disbursement of cash/M-pesa payments upon approval these include per diems, Travel expenses, advances, allowances and NSSF.
- Check on the completeness of supporting documents with proper approvals as per authorization table before payment is done.
- Daily data entry in SAP ERP-Cash journals in KES, USD, EUR and M-pesa and confirm accuracy of the posting i.e., correct description/ right account code/ cost center/ orders.
- Monitor the cash level and ensure they remain within the authorized levels and request replenishment from Main safe when necessary.
- Maintain and keep up to date cash files.
- Together with Account supervisor conduct weekly and month end cash count.
- Together with Account supervisor conduct cash and M-pesa payment reconciliations and generate reports at the end of the month for sign-off.
VAT Processing
- Ensure day-to day processing of VAT exemptions.
- Verify that all invoices have proper documentation with a mandatory ETR (Electronic Tax Register) & TCC (Tax Compliance Certificate).
- Adhere to all relevant VAT application procedures in collaboration with the Regional Protocol Office (RPO).
- Send the relevant documents to suppliers upon approval of exemption certificates forms protocol office.
- Timely follow up of Supplier’s VAT refunds.
- Process of yearly Blanket exemptions and deliver to the relevant department through RPO.
- Send the blanket approved certificates to suppliers.
- Update monthly VAT tracker and generate other VAT related reports.
- Reconcile and maintain an up-to-date VAT file.
Financial settlements
- Timely follow up and closure of all advances.
- Scrutinize source documents for completeness and accuracy.
- Issue the relevant documents in case of refund and reimbursement.
- Accurate recording of expense settlements and scanning them in the system.
- Guide and respond to queries the staff have on how to settle the open advances.
- Weekly follow up on open advances and remind staff to settle.
- Archiving and filling of all supporting documents for Cash/Mpesa and settlement journals.
Internal Communications
- Promote and support the correct use of the documentation, tools, and folders in the SharePoint platforms. E.g. how to apply and settle advances, per diem application.
- In collaboration with the accountant, organize and update the finance SharePoint folders.
Other Responsibilities
- Support and ensure proper documentation for all cash and M-PESA registers during audit process.
- Brief new staff on financial SLA (Service Level Agreement), procedures and processes.
- Provide input during review/update of Finance policies & procedures and disseminate relevant information to all staff where needed.
- Ensure timely work plans are updated and followed through regularly with the supervisor.
- Act as an event organizer representing finance department.
- Act as a backup for the accountant.
Qualifications
Education
- A Bachelor’s degree in Commerce, Finance, or an equivalent qualification from a recognized institution.
- CPA part II or other professional qualification in accounting is desirable.
Experience
- At least two (2) years of experience in accounting preferably in the non-profit making sector, international organization.
- Previous experience with MSF or other humanitarian NGOs is an added advantage.
Competencies
- Technical Competencies
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- Familiarity with computerized accounting packages
- Behavioral/General Competencies
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- Commitment to MSF’s Principles
- Flexible with working hours
- Good Communication Skills
- Cross-cultural Awareness
- Strategic Vision
- Stress Management
- Service Orientation
- Initiative and Innovation
What we offer
- An Open-Ended full-time employment contract through MSF East Africa Section Office in Nairobi, Kenya.
- An annual salary of EUR 12,466 at HQ Level 4 based on a full-time appointment.
- Social benefits package; allowances ranging between EUR 188 to 295/month based on individual & administrative status.
- Other benefits include; 25 days of annual leave, Employer Pension contribution and medical insurance cover (staff and family) based on MSF EA terms/conditions
Application process
- Applicants are required to upload a Letter of Motivation + Curriculum Vitae (in English) in PDF format as one combined document.
- The closing date for applications is on 10th July 2024.