Duty Station/Mission: Nairobi – Kenya Supply Unit [KSU]
Duration: 1 year contract [extendable]
Date of issue: March 14th, 2023
Deadline for application: March 24 th, 2023
Médecins Sans Frontières, the Kenyan Supply Unit, is looking to
fill the position of Finance/ Accountancy Manager. The successful candidate will be under the
direct supervision of the Finance Coordinator (FinCo).
Objective of the Position:
Coordinating and supervising the accounting at KSU (accounting,
treasury, audit procedures, etc.) according to the instructions of the Finance
Coordinator, in compliance with legal obligations and MSF standards, protocols
in order to provide quality, reliable and transparent information to the
organization on the use and allocation of resources.
Tasks & Responsibilities:
- Ensure petty cash boxes are properly handled,
cashbooks maintained, and a cash count performed by the accountant
responsible for cash in KSU.
- Monitor cash balance levels in KSU, anticipate
short-term needs and suggest to Accountants for relevant cash transfers or
withdrawals through authorized M-pesa Agents to avoid any shortage.
- Organize currency exchange transactions when needed,
according to the country exchange policy.
- Ensure close and proper follow-up of all cash
advances in KSU.
- Ensure proper understanding and use of all
accounting tools.
- Ensure payments to suppliers are performed in a
strict but swift manner, in accordance with the MSF purchasing and payment
procedures.
- Ensure compliance with cash control procedures for
each cashbox: cashbook updated at every single transaction IN/OUT, daily
cash count, weekly cash inventory including reconciliation with MSF
Finance ERP system (Unifield) together with line manager, complete cash
inventory performed and signed on last day of the month.
- Ensure any cash discrepancy is investigated (and
reported to finance coordinator if not identified)
- Checks and ensures refunds are properly followed-up
and encoded (private telephone calls, medical refunds, etc)
- Checks all employees’ payslips before forwarding the
transfer list to the bank.
- Checks all bank reconciliations of KSU accounts.
- Prepares and forwards monthly PAYE payments to KRA
- Manages the HR journal in UNIFIELD
- Follows up on Withholding tax deductions/ remittance
and issues tax certificates to the suppliers.
- Checks and follows up all VAT exemption applications
done to Regional Protocol Office and reconciles the applications with the
VAT tracking report shared by the Regional Protocol office.
- Monthly, reconciles the VAT exemption applied with
the VAT entries in UNIFIELD, identifies the ones not applied and follows
up with the accountant responsible.
- Monthly, reconciles purchases accounts with sales
accounts to ensure all the purchases for clients have been correctly
reinvoiced to the clients.
- Develop relevant and suggest improvements to
existing tools and forms to help finance staff record and follow-up
recurrent costs in a proper and consistent manner (incentives, per diems,
utilities, refunds, etc)
- Responsible for quality of all KSU’s receipts /
vouchers.
- Ensure vouchers are properly presented and stamped,
including all relevant & required validation signatures and attach any
relevant and required support documents.
- Report immediately any litigious / suspicious
voucher / receipt / document to the finance coordinator.
- Sending personalized feedback to the relevant
accountant/administrator in case vouchers are incomplete or invalid,
request missing documents, before filing & archiving the accounting.
- Ensure availability, knowledge, and strict compliance
with MSF accounting guideline.
- Responsible to conduct monthly accounting controls
[cross-checks of accounting] to ensure the quality, accuracy and
consistency of KSU’s accounting.
- Responsible for monthly closing process is properly
done and sent to Head Quarters in due time.
- Performs and supervises regular accounting controls,
through regular cross-checks and spot-checks of accounting to ensure
quality, accuracy and consistency of the mission accounts.
- Responsible for quality and accuracy of data-entry
in Unifield of the mission accounts: ensure encoding done every day by
accountant, consistency with receipts/paper accounting, proper use of
chart of accounts, respect of standard encoding guidelines for
descriptions, etc
- Ensures and checks the budget lines are properly
encoding in Unifield which will reflect in MSF Finance budget software
(Wefin) and inform the Accountants if any correction is needed.
- Providing the necessary support to Finco and inform
on the audit time lines with all department managers to make sure they can
support during audit.
- Facilitates and coordinates external audit process
in KSU.
- Collaborates with the Supply Chain Manager to
execute the inventory processes in the warehouse and leads the
administrative part [e.g. encoding, reconciliation].
- Ensures the external auditors are provided with the
necessary information needed during audit.
- Supports external auditors with the right
information to execute the audit and derive accurate audited financial
reports.
- In collaboration with the finance team implement the
recommendations made by auditors in the management letter.
- Monthly and year-end accounting closing.
- Management and supervision of the technical Finance
staff.
- Prepares the annual tax returns.
- Immediately inform Finance coordinator and/or FAA of
any problem or issue arising in the course of the work.
Qualifications & Requirements:
Education: CPA (K) and University
degree in accounting, finance or business administration.
Experience: Essential 4 years previous experience
in similar relevant position, MSF experience in Accountancy is an asset,
Business mindset and International Financial reporting experience is an added
value.
Skills/ Competences: Excellent verbal and
written communication skills, able to multitask, prioritise, time management,
attentive to details, flexible and adaptability, accurate, diplomacy,
culturally sensitive and able to work under pressure.
Desired Knowledge: Computer literacy
(Microsoft Office Outlook, Word, Excel, PowerPoint), MSF accounting software,
ERP system knowledge, good understanding of local laws.
Language: Proficiency in written and oral English
& Swahili.
How to Apply
Candidates meeting the above qualifications are requested to ONLY
submit a motivation letter and an updated Curriculum
Vitae mentioning on the envelop/ email subject line, “Finance/Accountancy
Manager”, to:
The HR Manager
Médecins Sans Frontières Belgium-KSU
P.O. Box 38897-00623, Nairobi
Email: msfocb-ksu-recruitment@brussels.msf.org
Applications must be received by the deadline. Only short-listed
candidates will be contacted. MSF is an equal Employer and does not charge any
application/ recruitment fee.
