Finance Assistant Intern
Project Overview and Role:
Funded under the US
President’s Emergency Plan for AIDS Relief (PEPFAR) through a cooperative
agreement with the US Centers for Disease Control and Prevention (CDC),
Palladium Development and Consultancy Kenya Ltd (Palladium Kenya) anticipates
5-year funding to support the Kenya Ministry of Health, county governments, and
healthcare service delivery partners to implement technological innovations in
health information systems. The Finance and Administration Assistant works as
an integral member of Palladium Kenya’s Finance team reporting to the Finance
& Administrations Lead. The position will be responsible for the processing
of petty cash payments, preparing documents for posting into the accounting
system, and ensuring proper filing of documents in hard copies and
electronically. The incumbent will be required to be proactive to provide
day–to–day financial and administrative support.
Primary Duties and Responsibilities:
Accounts Payables
- Collate
all vendor invoices and file in the vendor invoices file.
- Match
invoices to the Purchase order, goods received note for posting into the
financial system.
- Confirm
that the prices charged as per the invoices matches the Purchase order.
- In
liaison with the procurement team, follow up credit notes in case of
overcharges or short supply.
- Reconcile
vendor GL accounts with the vendor statements monthly.
- In
liaison with the procurement team, follow up with the vendors for invoices
in the statements.
- File
payment vouchers manually and electronically after payments.
- Attach
evidence of payments for all the payments made to the payment vouchers.
- Support
the finance team in ensuring all statutory deductions are paid on time and
evidence of payment is obtained and filed.
- Work
with other finance team members in processing payments to the vendors.
- Support
procurement team in planning and managing field travels and logistics.
Petty Cash
- Keep petty cash as guided by Palladium Kenya procedures.
- Make
petty cash payment payments after approvals and ensure required support
documents are provided.
- Submit
petty cash voucher to Finance and Admin, Associate for posting.
- Reconcile
petty cash balance with the ledger daily.
- Avail
petty cash and petty logs for surprise cash count at any time when
requested.
- Initiate
petty cash replenishment process as soon as replenishment level is
achieved.
- Ensure
the office has enough petty cash balance to support the operations.
Office Administration
- Maintain
accurate records, and photocopies and file appropriate documents as
needed.
- Maintain
office supplies inventory, and ensure the office is sufficiently stocked
with supplies.
- Maintain
records, documentation, and files for finance, operation &
administration work.
- Work
with the team to ensure timely payment of utilities and other bills.
- Perform
other duties delegated by the supervisor.
Required Qualifications:
- Bachelor’s
degree in a business course preferably in finance and accounting from a
recognized University.
- Excellent
interpersonal skills.
- Ability
to work with minimal supervision.
- Ability
to pay attention to detail.
- Maintain
confidentiality.
- Time
management and prioritization skills.
Company Overview:
About Palladium – Palladium is a global leader in the design, development
and delivery of Positive Impact – the intentional creation of enduring social
and economic value. We work with governments, businesses, and investors
to solve the world’s most pressing challenges. With a team of more than 3,000
employees operating in 90 plus countries and a global network of over 35,000
experts, we help improve economies, societies and, most importantly, people’s
lives.
Equity, Diversity & Inclusion – Palladium is committed to embedding equity,
diversity, and inclusion into everything we do. We welcome applications
from all sections of society and actively encourage diversity to drive
innovation, creativity, success and good practice. We positively welcome and
seek to ensure we achieve diversity in our workforce; and that all job
applicants and employees receive equal and fair treatment regardless of their
background or personal characteristics. These include: (but are not limited to)
socio-economic background, age, race, gender identity and expression, religion,
ethnicity, sexual orientation, disability, nationality, veteran, marital or
Indigenous status.
Should you require any adjustments or accommodations to
be made due to a disability or you are a neurodivergent individual or for any
other circumstance, please email our team at
accessibility@thepalladiumgroup.com and we will be in touch to discuss.
Safeguarding – We define Safeguarding as “the preventative action taken
by Palladium to protect our people, clients and the communities we work with
from harm”. We are committed to ensuring that all children and adults who come
into contact with Palladium are treated with respect and are free from
abuse. All successful candidates will be subject to an enhanced selection
process including safeguarding-focused interviews and a rigorous due diligence
process.
How to Apply