This job description reflects the responsibilities and qualifications for the Assistant Finance Officer role in Nairobi, focusing on payments, balance sheet management, cash flow, risk management, and archive management of financial documents, aligned with the operational needs of the LWF Kenya-Somalia Program.
Position Title: Assistant Finance Officer – Nairobi (Payments and Balance Sheet Management)
Location:Nairobi, Kenya
Program: Lutheran World Federation (LWF) Kenya-Somalia Program
Reports to: Finance Officer – Nairobi (Payments and Balance Sheet Management)
Job Purpose:
The Assistant Finance Officer (AFO) – Nairobi will support the Finance Officer in managing payments, balance sheet accounts, and other financial processes for the LWF Kenya-Somalia Program. The role involves ensuring accurate and timely processing of transactions, assisting in balance sheet reconciliation, supporting the implementation of financial controls, and managing the archiving of finance-related documents. The AFO will contribute to the smooth operation of financial processes in Nairobi by assisting in cash flow monitoring, risk management, and financial reporting.
Key Responsibilities:
A: Payments Processing:
- Assist in the verification and processing of payment requests, ensuring all transactions are properly authorized, coded, and recorded in compliance with organizational policies.
- Prepare payment vouchers and ensure that all supporting documentation is complete and accurate.
- Liaise with suppliers and staff to resolve any payment-related issues and ensure timely disbursement of funds.
- Maintain and update payment records in the SAGE Accounting software, ensuring accurate and up-to-date records.
B: Balance Sheet Reconciliation:
- Assist the Finance Officer in the monthly reconciliation of balance sheet accounts, including payables, accruals, and prepayments.
- Identify and investigate discrepancies in balance sheet accounts, working with the Finance Officer to resolve issues promptly.
- Ensure that all balance sheet accounts are supported by appropriate documentation and are accurately reflected in the financial statements.
C: Sub-Ledger Management:
- Support the implementation and management of Sub-ledger modules in the SAGE Accounting software.
- Ensure that all transactions are accurately recorded in the Sub-ledger, and assist in the regular reconciliation of Sub-ledger accounts with the General Ledger.
- Provide support to other Finance Assistants and relevant staff on the use of Sub-ledger modules.
D: Cash Flow Monitoring:
- Assist in monitoring cash flow to ensure that adequate funds are available for operations.
- Help prepare cash flow forecasts in coordination with the Finance Officer and project managers.
- Support the Finance Officer in managing relationships with banks and ensuring efficient cash management.
E: Risk Management:
- Assist in identifying and assessing financial risks related to payments and balance sheet management.
- Support the development and implementation of risk mitigation strategies in collaboration with the Finance Officer.
- Monitor exchange rate fluctuations and assist in managing forex risks as directed by the Finance Officer.
F: Internal Controls and Compliance:
- Support the Finance Officer in maintaining strong internal controls to safeguard the organization’s assets.
- Ensure compliance with LWF’s financial policies, donor regulations, and relevant laws and regulations in all financial transactions.
- Assist in the preparation of internal and external audits by providing necessary documentation and support.
G: Archive Management of Finance Documents:
- Assist in managing the archiving of all finance-related documents, ensuring that records are organized, secure, and easily retrievable.
- Ensure that all financial documents, including contracts, invoices, receipts, and reports, are accurately filed and maintained in compliance with organizational and donor requirements.
- Implement and maintain an efficient archiving system that supports both physical and digital records, ensuring that documents are preserved according to retention policies.
- Regularly audit the archive to ensure that all documents are up to date and accessible to authorized personnel.
H: Financial Reporting and Analysis:
- Assist in the preparation of monthly, quarterly, and annual financial reports related to payments and balance sheet accounts.
- Conduct preliminary analysis of financial data to identify trends and anomalies, reporting findings to the Finance Officer.
- Help prepare financial statements and management reports for internal and external stakeholders.
I: Team Collaboration and Support:
- Work closely with the Finance Officer and other Finance Assistants to ensure the smooth operation of finance functions in Nairobi.
- Provide support to Finance Assistants in processing transactions and maintaining accurate financial records.
- Collaborate with Finance Officers and AFOs in other locations to ensure consistency and accuracy in financial reporting across all LWF Kenya-Somalia offices.
Qualifications and Experience:
- Education: Bachelor’s degree in Finance, Accounting, or a related field. A professional qualification or partial qualification (e.g., CPA, ACCA) is an advantage.
- Minimum of 3 years of experience in finance and accounting, with a focus on payments processing, balance sheet reconciliation, and document management. Experience in an NGO or international development organization is desirable.
- Technical Skills:
- Proficiency in SAGE Accounting software or similar financial management systems.
- Strong Excel skills and experience with financial data analysis.
- Knowledge of basic financial reporting, reconciliation processes, and document archiving.
- Analytical Skills: Ability to analyze financial data and identify discrepancies or issues.
- Communication: Good written and verbal communication skills, with the ability to work effectively with non-financial stakeholders.
- Teamwork: Demonstrated ability to work collaboratively in a team environment, supporting colleagues and contributing to a positive work atmosphere.
- Attention to Detail: High level of accuracy and attention to detail, particularly in financial record-keeping, reporting, and document management.
Soft Skills:
- Adaptability: Ability to work in a dynamic environment and adapt to changing priorities.
- Cultural Sensitivity: Understanding of and respect for diverse cultural contexts in humanitarian work.
- Stress Management: Ability to maintain composure and effectiveness under pressure, especially during peak financial periods.
Professional Development:
- Commitment to continuous professional development in finance and accounting.
- Willingness to pursue relevant certifications or advanced training in financial management and document archiving.
Physical and Mental Requirements:
- Ability to work extended hours during peak financial periods (e.g., month-end, year-end closings).
- Mental stamina to handle routine financial tasks and occasional high-pressure situations.
Language Requirements:
- Fluency in English (written and spoken) is essential.
- Knowledge of Swahili or Somali would be an advantage.
Security Considerations:
- Willingness to adhere to security protocols and guidelines, especially during field visits or in challenging environments.
- Ability to quickly adapt to and follow security measures in place for the Nairobi office and field locations.
