Assistant Accountant Job in Kenya

WWF, the Global Conservation Organization, through its office in Kenya, is seeking to recruit key staff to work in the Mau Mara Serengeti (MMS) landscape.

The MMS Landscape is one of the four priority landscapes in WWF’s African Rift Lakes (ARL) Priority Place.

This trans-boundary landscape includes the world-famous Mara-Serengeti ecosystem and large parts of the Mau Forest Complex.

Landscape’s rich biodiversity also includes important populations of WWF flagship species such as the African Elephant and the Eastern Black Rhinoceros.

In order to address the increasing threats on this unique landscape, WWF has reinforced its long-standing support to this area by combining projects into one comprehensive landscape programme.

We therefore require the following staff to help manage this programme:

Position Title: Assistant Accountant

Responsible to: Programme Manager

Responsible for: None

Position Location: Narok, Kenya

Mission of the Department: To ensure a high performing WWF Kenya Country Office (KCO) with efficient operating systems, professional and skilled staff, and strong financial resources, delivering conservation impact on issues and in places that are key for WWF’s Network Initiatives and global conservation priorities.

Major Functions: Supports the Payables Accountant in ensuring payables are managed smoothly  and efficiently in accordance with laid out procedures with accuracy and completeness. Ensures that payments to supplier and 3rd parties are paid promptly

Major Duties and Responsibilities

Make payments
  • Makes payments through Accounts Payable module in Oracle through the remittance process
  • Prepares the necessary payment vouchers and obtain the necessary authorizations per the Delegation of financial authority
  • Makes suppliers, service providers and consultants payments by cheques and through electronic banking as per the authorization, approval of Project Managers and in accordance with WWF’s financial management policy
  • Maintains a bank Monitoring report and ensure there are sufficient funds before payments are released
  • Makes payments on a timely manner.
  • Follow up with admin/operations to establish a tracking tool for VAT refunds to suppliers that we have made full VAT payment once we receive exemption forms
  • Supports the Audit functions as required by line manager
  • Work closely with procurement to ensure that supplier details are maintained.
  • Ensure that payments made on behalf of other WWF Projects have the necessary authorization and approved budgets.
  • Works closely with Admin Assistant to maintain a schedule of regular utility bills and follow-up on bills to ensure they are paid before the due date (DHL, Telephone, taxis, rent) and ensures regular update of the schedule
  • Coordinates with Project / Executive Assistants on availability bank signatories
  • Ensure that withholding tax payments are made before 20th of the month following the deductions and with-holding tax certificates circulated to 3rd parties
  • Escalates any unresolved issues or pending queries
  • Receive travel advances from agents and issue to the travellers
  • Reviews staff surrenders for accuracy and reconciles with cash refunds if any
  • Ensure that Programme advances are accounted for within the set time

Petty cash/Cash Payments
  • Liaise with Accounts payable Assistant for bills that are payable through petty cash
  • Ensure that personal advances if any have the necessary approval from the relevant manager
  • Make reimbursements to staff against authorized claims and within a reasonable time

Receipts
  • Receive all cash (float balance, payments of personal bills) and issue receipts for all cash received in the office

Cash Management
  • Ensure there is sufficient cash in the office and any cash received is properly recorded.
  • Ensure safe custody of cash during working hours and safe key policy is observed
  • Ensure that cash counts are conducted as per policy and signed off cash counts well filed
  • Ensure that cash limits approved are observed and continually review the need to revise limits set

Required Qualifications
  • A university degree in Accounting, Commerce, Business Administration or related Finance field, or Professional CPA/ACCA Qualification at least the second level.
  • One year of experience in financial/project administration & management within an international organization, multinational company or government service with a bias to contract preparation and administration, database management, multicurrency financial reporting and multiple donor liaison.
  • Demonstrable skills in the development and implementation of finance and accounting policies, procedures and systems in the context of an International NGO.
  • Hands-on knowledge of ORACLE accounting software would be a distinct advantage.

Required Skills and Competencies
  • Exceptionally strong analytical skills with ability to set priorities, attention to details, complete work with minimal supervision, and meet deadlines;
  • Advanced computer skills, particularly knowledge of MS Excel software;
  • General administration/operations is required for in this job.
  • Good understanding of the key principles and practices including knowledge of the relevant employment legislation of Kenya is desirable;
  • Strong communication and interpersonal skills, with fluency (spoken and written) in English.
  • Ability to promote team synergy in a multi-cultural work environment.

Supervisory Responsibilities: None.

Working Relationships
  • Internal: Interacts and works closely with the Finance and Admin officer in Narok as well as and on a regular basis with finance staff in WWF Kenya as well as with other WWF Kenya management and project staff. Coordinates and interacts as appropriate with members of WWF Eastern and Southern Africa (ESARPO) and other WWF offices.
  • External: Interacts as required with governmental institutions, Partners and other stakeholders, in collaboration with Financial Accounting Manager and/or Accountant as appropriate.

This job description covers the main tasks and conveys the spirit of the sort of tasks that are anticipated proactively from staff.

Other tasks may be assigned as necessary according to organizational needs.

How to Apply

Interested candidates who wish to apply for any of the above jobs and who meet the above requirements should submit a cover letter and CV to the Senior People Organisation Development Officer (Snr. POD), WWF-KCO - HResource@wwfesarpo.org not later than 28th May 2014.

The codes for each post should be clearly marked on the subject line of the e-mail.


Kindly note that only shortlisted persons will be contacted.