(Nairobi)
Closing date: September 7, 2021
Position: Finance
Officer
Department: Finance
Contract duration: Fixed-term
Start date: Oct 2021
Location: Nairobi, Kenya
ACTED Background
ACTED is a French humanitarian NGO, founded in 1993, which supports
vulnerable populations, affected by humanitarian crises worldwide. ACTED
provides continued support to vulnerable communities by ensuring the
sustainability of post-crisis interventions and engaging long-term challenges
facing our target populations, in order to break the poverty cycle, foster
development and reduce vulnerability to disasters. Their interventions seek to
cover the multiple aspects of humanitarian and development crises through a
multidisciplinary approach which is both global and local, and adapted to each
context.
ACTED is looking for professionally confident, self-motivated, experienced
and committed team player to fill the Position of Finance Officer in Nairobi-
Kenya.
Main objective:
- Preparation
and consolidation of the mission’s accountancy in an accurate and timely
manner;
- Supervision
and review of all cash and bank payments in a transparent, accurate and as
per ACTED procedures for Nairobi office;
- Ensuring a
good filling and document and archiving tracking system is in place;
- Assisting
the finance department on the monthly internal reporting (TITANIC) and
external reporting (financial reports).
Specific Duties and Responsibilities:
Cash:
- Responsible
for supervision and review of weekly and monthly cash counts for Finance
Manager’s approval (Cash Checking Statement).
- Responsible
for preparation of weekly cash forecasts and exchange needs.
- Coordinate
with other departments to collect the monthly fund requests and make sure
they are based on realistic forecasts (in compliance with the monthly
BFU’s and DFU’s).
- Responsible
for the timely and realistic submission of the monthly cash request
forecast for Nairobi.
- Responsible
for the timely execution of the cash withdrawal requests from the bases.
Payment Procedure:
- Responsible
for timely payment supervision at Capital Level in compliance with ACTED
internal procedures.
- Responsible
of accurate and timely preparation and execution of statutory tax payments
(PAYE, NSSF, NHIF, NITA, HELB, PENSION).
- Responsible
for supervision of the finance intern and finance assistant during the
preparation of payment voucher for approval by FM/ CFM before payment is
processed.
- Responsible
to make sure every payment has the full set of supporting documents/
procurement documentation.
- Responsible
for monthly bank reconciliation.
Filling:
- Responsible
for tracking all finance vouchers for all bases through the monthly
preparation of the Red Cell Game tool.
- Responsible
for supervising filing of vouchers on monthly basis.
- Responsible
for checking of all finance vouchers for Nairobi and making sure they are complete
and fully signed on a monthly basis.
- Responsible
for training and supervising the finance intern and finance assistant
during the filling process:
- Make sure
all vouchers are correctly labelled as per ACTED standards (originals:
blue books; copies: red books; field & partners: black books).
- Make sure
the documents are photocopied/ scanned weekly.
- Make sure
all documents are coded and filed as per ACTED guidelines and uploaded in
the cloud regularly (digitalization process).
Accounting:
- Responsible
for preparation and uploading of Nairobi Cash/ Bank Book entries in SAGA
according to ACTED Standard entry grid.
- Responsible
for preparation and uploading of consolidated accounting from the bases
(Cash/ Bank Book entries) in SAGA according to ACTED Standard entry grid.
- Responsible
for cross check of allocation as per purchase order/ supporting documents.
- Responsible
for accounting codes accuracy in cash/bank books and payment vouchers
according to ACTED Standard entry grid.
- Responsible
to check Cash/ bank books and SAGA before closing the monthly accounting,
consolidating the provisional writings in SAGA, ensure all Third Party
Codes before end of year closure.
- Responsible
for creating BALZAC codes in SAGA.
- Responsible
for preparing on monthly basis loan/advance book and send it to FM &
CFM for check by 10th of the month and follow up with
staff and suppliers on a regular basis to clear/ close advances monthly.
- Responsible
for preparing the PRATIC on monthly basis and send it to FM & CFM for
check by 10th of the month.
- Responsible
and focal point for V1 closure during mid-year and annual closure, PRATIC
+ supporting documents (debt/ loan recognition forms and cash/ bank
reconciliation forms).
- Integrate
the Cash/ Bank Books in SAGA in gap filling for other bases.
- Responsible
for the checking of cash distribution payments.
- Responsible
and focal point for preparing the NLE and integration in SAGA.
- Responsible
for different reallocation in the accounting software as requested by the
FM/CFM.
- Responsible
for accurate, timely and efficient flow of financial and accountancy
information to CFM and other bases.
- Able to
train any new staff member to ensure that there is not a gap in the
department.
Reporting:
- Assist the
Finance Manager on drafting the financial sheet for new projects in
compliance with the approved budget and grant agreement signed.
- Integrate
the financial sheet in SAGA and make adjustments as needed/ requested.
- Assist FM
in preparation of reports when needed (under Finance Manager Supervision).
- Assist FM
in preparation of BFU’s when needed (under Finance Manager Supervision).
CFU/DFU:
- Responsible
for the preparation of the monthly Debt Follow Up for Nairobi and timely
submission to the DFU/ CFU focal point for consolidation.
- Responsible
for proper follow up for on all pending debts/ payments and that they are
cleared within reasonable time.
- Responsible
to follow up with Logistics on regular basis to update the Contract Follow
Up and make sure all recent procurements are reflected in the CFU.
Supervise and guide the finance intern and finance assistant on the various
daily tasks such as preparation of payment vouchers, checking documentation,
filling of payments, preparation of monthly entries (Cash/ Bank books),
photocopying and scanning of monthly documents for the process of digitization.
Links with other departments:
- To
handover final vouchers to compliance for final check, and follow-up for
filing.
- Assist the
Compliance department in audits and documents gathering; full cooperation
with external auditors.
- Perform
any other task assigned by the FM/ CFM.
Protection mainstreaming
- Promoting
of and adhering to Prevention of Sexual Exploitation and Abuse policy and
guidelines (for site residents, ACTED staff, partner agencies, casual
labours etc).
Requested profile
- A
Bachelor’s Degree holder in Business Administration (Finance option) or
Professional CPA holder.
- Demonstrated
experience of overall responsibility and accountability for the financial
management of an organization preferably an INGO.
- Well
conversant with computer applications-MS Office is mandatory
- Knowledge
of accounting principles and hands on experience of using computerized
financial accounting systems
- Knowledge
of SAGA( accountancy software) will be considered a plus
- Knowledge
of Somali language a plus.
- Good
presentation and analytical skills
- Excellent
communication skills and problem-solving skills
- Strong
team player of high integrity, pleasant personality, ability to work under
least supervision
- Good time
management skills and the ability to prioritize
- High
numeracy and sound technical skills
- The
ability to balance the demands of work with other commitments;
- The
ability to work as part of a team and to build strong working
relationships;
- The
potential to lead and motivate others;
How to Apply
Qualified candidates
with the required skills are invited to submit their applications their
applications accompanied by detailed curriculum vitae and cover letter as a single document i.e.
with the cover letter being on the first page and the CV starting on the second
page detailing three work related referees and contacts to kenya.jobs@acted.org and received on or
before 5.00PM on 7th
September 2021 with the subject line as; Finance Officer. Applications
sent without this exact subject line will not be considered.
Note:
- Only shortlisted candidates
will be contacted.
- shortlisting will be on rolling
basis and ACTED reserves the right to fill the position before the
deadline.
- ACTED will at no stage of
recruitment process request candidate to make payments of any kind.
Further, ACTED has not retained any agent in connection with recruitment.
ACTED is committed to
protecting beneficiaries within our programmes from exploitation and abuse and
any kind of misconduct. ACTED has specific policies, including PSEA and Child
Protection, which outlines the expected behaviour and the responsibility of all
staff, beneficiaries, consultants and other stakeholders and has zero tolerance
towards misconducts. Any candidate offered a job with ACTED will be expected to
sign ACTED’s organizational Policies and Code of Conduct as an annex to their
contract of employment and agree to conduct themselves in accordance with the
provisions of these documents.
ACTED is an Equal
Opportunity Employer.