Finance Officer job at VILCOM

Deadline: January 4, 2025

Role Title	Finance Officer
Division	Finance & Accounts	Department	Finance & Accounts
Section	Finance & Accounts	Reports to	Accountant
Direct Reports	N/A	Reporting Indirectly	Chief Operations Officer
Job Grade	N/A	Location	Nairobi

Role Summary

He/she will be responsible for managing financial transaction, preparing financial reports & ensuring compliance with accounting standards and regulations.

Responsibilities & Outcomes:

Book Keeping & Accountancy

Ensuring timely and complete collection of monthly financial returns and documentation.
Receive invoices from the HR and procurement department placed requests for billing and subsequently place cheque/ payment requests.
Review petty cash vouchers and related back-up documents for approval by the Accountant and managing petty cash as needed.
Prepare and maintain monthly ERP entries including data input, reconciliations and reporting all projects financial transactions, including deposits, disbursements and receipts which shall be completed on a monthly basis.
Posting of the line manager’s budgets and entries, in a timely and
accurate manner.
Maintain communication and ensure timely payment of suppliers as well as obtain relevant documentation for transaction backup
Coordinate financial planning and budget projections and regular budget revisions.
Provide recommendations for cost allocation for all department’s budget.
Provide support and training for program staff in the preparation of payment and petty cash vouchers and other related finance transactions such as travelling accountability, interpretation of financial reports through regular visits, communication and continuous staff on job training.
Update and review various account reconciliations to ensure their correctness and give guidelines on how to resolve any differences i.e. bank and system reconciliation.
Checking all project cash payments to ensure accuracy and all amounts/ transactions are accounted for.
Discuss and prepare the necessary documentation for credit account opening with suppliers.
Coding and posting journal voucher entries into the general ledger.
Filing and making payments for the statutory deductions in good time.

Outcomes – Indicators of Success

Ensuring timely end-month closure, which includes data input, bank and petty cash reconciliations, journal entries, accounts payable and receivable reconciliations.
Ensuring a smooth process and conclusion of the statutory audit reviews.
Provide support and training for program staff in the preparation of payment and petty cash vouchers and other related finance transactions. Such as travelling accountability, interpretation of financial reports and continuous staff on job training.
Developing a clear filing system for all documents and tracking system for all payments including the vendor balance reconciliation.
Timely submission of internal reports to the Accountant for review and approval.

System Implementation
	• Monitor, reinforce and advise on the improvement of financial internal control systems.
	• Implement and maintain the firm’s financial management strategies.
	• Develop and maintain a clear filing system of documents and clear tracking system for payments.
	• Checking, correcting and ensuring proper authorization and documentation of all allocation’s transactions before inputting in QuickBooks.
Audits
	• Availing source documents and any other required document to the auditor (s) for verification
	• Assisting in preparing for internal and external statutory audits.
Financial Reporting
	• Draft the financial statement reports to the organisation and submitting to the Accountant.
	• Report and track regularly on the financial status of the active projects.
Cash Management
	• Review and submit monthly cash projections based on work plans to the Accountant.
	• Ensure timely funds transfer to the project heads and administration.
	• Regular review and monitoring of accounts payable, accounts receivable and petty cash functions.
	• Monthly reconciliation of all bank accounts & office administration.

Checking, correcting and ensuring proper authorization and documentation for all department’s transactions before inputting the data in the ERP.

	Requirements & Qualifications
	1. Bachelor of Commerce in Finance; Business Administration or any other relevant discipline.
	2. Must be a CPA finalist with 4 years relevant experience.
	3. Proficiency in ERP system with experience in Microsoft Dynamics.
	4. At least 2 years’ experience in finance & preferably in ISP industry.
	5. Must have good communication skills both written & verbal.
	6. High degree of integrity and confidentiality.