Job Title: Senior Finance Officer
Hiring Organization: U.S.
Pharmacopeial Convention
Location – Locality: Nairobi
Location – Region: Kenya
Industry: Medical
Job Type: Full
Time
Salary: KES
Date Posted: 05/01/2024
core value of Passion for Quality through our more than 1,300 hard-working professionals across twenty global locations to deliver the mission to strengthen the supply of safe, quality medicines and supplements worldwide.
At USP,
we value inclusivity for all. We recognize the importance of building an
organizational culture with meaningful opportunities for mentorship and
professional growth. From the standards we create, the partnerships we build,
and the conversations we foster, we affirm the value of Diversity, Equity,
Inclusion,
and Belonging in building a world where everyone can be confident of quality in
health and healthcare.
USP is
proud to be an equal employment opportunity employer (EEOE) and affirmative
action employer. We are committed to creating an inclusive environment in all
aspects of our work—an environment where every employee feels fully empowered
and valued irrespective of, but not limited to, race, ethnicity, physical and
mental abilities, education, religion, gender identity, and expression, life
experience, sexual orientation, country of origin, regional differences, work
experience, and family status. We are committed to working with and providing
reasonable accommodation to individuals with disabilities.
Brief
Job Overview
USP Kenya
is seeking for a Senior Finance Officer who will be responsible for financial
management, accounting, and operations in support of PQM+ program
implementation in Kenya. The Senior Finance Officer will report to the Senior
Finance and Operations Manager in Kenya and will work closely with USP
headquarters. They will oversee all project financial transactions which
includes but is not limited to: accounts payable functions to include
processing payroll, processing payroll, processing of invoices, expenditures
monitoring and financial reporting, bank reconciliation and accounts analysis,
preparation and processing of local tax returns and budget monitoring. The
Finance and Operations Officer will also provide operations and administrative
support to PQM+ Kenya. They will also be responsible for auditing financial
information, compiling and submitting reports to Global Finance at
headquarters.
As a key
member of the PQM+ Kenya Operations team, the Finance and Operations Officer
will ensure timeliness and accuracy of financial transactions and use sound
judgment in assuring all costs are reasonable and in compliance with USP,
donor, and local government policies and regulations.
How will
YOU create impact here at USP?
- In
this role at USP, you contribute to USP’s public health mission of
increasing equitable access to high quality, safe medicine and improving
global health through public standards and related programs. In addition,
as part of our commitment to our employees, Global, People, and Culture,
in partnership with the Equity Office, regularly invests in the
professional development of all people managers. This includes training in
inclusive management styles and other competencies necessary to ensure
engaged and productive work environments.
- The
Senior Finance Officer has the following responsibilities:
- Oversee
all project financial transactions, including deposits, receipts and
vouchers for payment disbursements.
- Develop
monthly cash projections of project financial needs for procurement,
support of project activities, staff payroll, subcontract/vendor payments,
operational expenses, staff travel, and on hand cash requirements.
- Analyze
and prepare financial and administrative reports as required by Senior
Finance and
- Operations
Manager and headquarters.
- Complete
the month-end close process in close coordination with Senior Finance and
Operations
- Manager,
including preparation of account reconciliations, journal entries, and
variance analyses and submit package to Global Finance at HQ in timely
manner.
- Ensure
transactions are properly recorded and reported using appropriate
accounting software system and maintain all computerized accounting
systems and records.
- Ensure
each payment has the relevant supporting document/s, payment documents are
prepared accurately, and processed in timely manner
- Review
and process payroll and employees’ expense/petty cash payments update new
hires and terminations in payroll system.
- Manage
timesheets of all office staff ensuring timely submission, approval,
accuracy and filing.
- Process
returns and all other local tax obligations (including payroll tax,
pension deduction and all other local statutory taxes) to the appropriate
government agencies.
- Maintain
proper documentation for relevant financial transactions including
scanning and maintaining a comprehensive and efficient filling system.
- Track/monitor
monthly expenditures against approved budget. Prepare monthly financial
expense reports and cash and bank reconciliation statements. Serve as the
focal point for project banking matters.
- Prepare
day to day VAT coupon usage report and maintain internal tracking of
VAT-related expenses.
- Support
the annual work plan budgeting process and assist the development of
proposal budget for new business opportunities.
- Review
budget submitted by program staff for each upcoming activity, ensure
accuracy, process for approval, and ensure appropriate advance/payment is
made in timely manner.
- Maintain
all financial and accounting files and documents according to USP document
management policies and procedures.
- Assist
in the preparation and coordination of the audit process.
- Ensure
that procurement activities are conducted in a timely and compliant manner
and manage inventory and office supplies in line with relevant regulations
with consultation with USP HQ
Who is
USP Looking For?
The
successful candidate will have a demonstrated understanding of our mission,
commitment to excellence through inclusive and equitable behaviors and
practices, ability to quickly build credibility with stakeholders, along with
the following competencies and experience:
Bachelor’s degree in finance and/or accounting and local equivalent of
chartered accountant certification
Five (5) or more years progressive professional accounting and/or financial
management experience, preferably in the non-profit and/or development sector
Demonstrated working experience on a USAID or other international donor-funded
project in Kenya
Knowledge of applicable local and national rules and regulations, and policies
governing financial and administrative processes.
Additional
Desired Preferences
- Demonstrated
experience with MS Excel, word PowerPoint, and accounting software,
experience with QuickBooks preferred but not required.
- Meticulous
attention to detail, as well as outstanding critical thinking and
problem-solving skills
- Demonstrated
ability to work both independently and as a member of a team, show
initiative, solve problems, prioritize, and handle multiple tasks
simultaneously, meet deadlines, and remain calm under pressure.
- Hard
working and attention to detail is essential.
- Excellent
organizational, communication, and interpersonal skills.
- Self-management
(i.e., motivation, dealing with pressure, adaptability) and the ability to
project
- a
professional, consistent image of confidence, integrity, honesty, and
competence.
- Proven
ability to work in a team.
- Fluency
in national language and proficiency in written and oral English
- Benefits
- USP
provides the benefits to protect yourself and your family today and
tomorrow. From company-paid time off, and comprehensive healthcare options
to retirement savings, you can have peace of mind that your personal and
financial well-being is protected.
