Senior Finance Officer Job in Kenya

 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

The U.S. Pharmacopeial Convention (USP) is an independent scientific organization that collaborates with the world’s top authorities in health and science to develop quality standards for medicines, dietary supplements, and food ingredients. USP’s fundamental belief that Equity = Excellence manifests in our

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.

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