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Finance Assistant Job in Kenya

Position: Finance Assistant

Department: Administration

Assigned Project: Malaria and HIV/AIDS/TB Project

Program Area:
 Kisii, Gucha, Nyamira Districts, Kenya

Responsible To: Finance Officer

Staff Directly Supervised:

Relationships Internally:
 All Management and Staff

Relationships Externally: Suppliers, Merlin visitors, NBI office and other field offices

Overall objective of the position
  • To support the finance manager in management and accountability of transactions
  • To ensure smooth running of Merlin finance procedures.

Key responsibilities:
  • To prepare cheque payments, which will include making sure that all invoices presented for payment have the relevant supporting documentation with the account to confirm correct codes.
  • To maintain and upkeep accounting files, making sure on a daily basis that all relevant accounts documents are filed correctly and timely.
  • To check petty cash vouchers – by liaising with the Finance Officer to ensure that vouchers match entries and to check that they are correctly coded before posting.
  • To post cashbook up to date at all times with records of all expenditure and to verify the same with regular cash counts. To ensure the receipts are clearly labelled and filed for all such transactions.
  • To assist the Finance Officer ensure that the Project Co-ordinator and Merlin contracted expatriate visitors receive per diems and R&R allowance as contracted and that kitty money is advanced to the House Keeper as required. To pay all locally recruited staff and medical consultants at each month end and to send the necessary information to the Nairobi Finance Officer to allow both payment of taxes and reimbursement of donor funds for such staff.
  • To assist in stock taking in at both the site and the field at regular intervals.
  • To assist the Finance Officer in banking and collecting statements from the bank.
  • To post and maintain the vehicle job cards and fuel records and bill for mileage.
  • To assist the Finance Officer and Programmes in the preparation of cash forecasts and reports.
  • To do bank and ledger reconciliation.
  • To monitor advances and loans ledger.
  • To occasionally travel to the field to assist with the management of Imprests and drawing on reports for the use in the office.
  • To maintain confidentiality and security as regards Human Resources and the programme finances.
  • To perform any other duties that the Finance Officer considers relevant to your skills and position.
Level of decision making: Limited to the direction of the Finance Officer

Key Competencies:

  • Knowledge of accounting systems both manual and computerised
  • Middle leave accountancy background – CPA 2 (at least), but CPA 3 desirable
  • Ability to use Excel spreadsheets and Word
  • Ability to pay great attention to detail
  • A high level of numeracy skills
  • Ability to maintain accurate records
  • Ability to work to deadlines and if necessary work long hours when deadlines are tight
  • Experience in NGO accounting - desirable
  • Knowledge of donor reporting - desirable
How to apply

All applications should be sent to:

HR Department,
Merlin, Nairobi Office,
P.O Box 3350 – 00200,
Nairobi, Kenya

Or Email to:

Application deadline is Friday, 9th December 2011 at 5.00pm.

Please note that only short listed candidates will be contacted.

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