Senior Accounts Assistant
Job Purpose
The job holder is
responsible for implementing and adhering to policies while assisting in
preparation of annual report and financial statements, preparation of payments
& journal vouchers, preparation of schedules for various periodic financial
reports, supporting audit coordination, handling short term financial
placements, updating and maintaining of fixed assets registers , updating and
maintaining short term placement register , update and maintenance of debtors
and creditor ledgers, update and filing tax returns and other statutory
financial obligations, processing petty cash and imprest to help achieve the
institutional objectives.
Key Responsibilities/
Duties / Tasks
Managerial / Supervisory
Responsibilities
N/A
Operational
Responsibilities / Tasks
- Receiving
and processing duly approved invoices to enhance customer service;
- Preparing
payment vouchers in a timely manner to ensure adherence to the Turn Around
Time as stipulated in the Interdepartmental Service Level Agreements (SLA);
- Ensuring
proper and detailed narration is given for all payments to ensure clarity
of purpose;
- Updating
ledgers to ensure accurate financial record keeping;
- Scrutinizing
invoices and LPOs to ensure compliance with set regulations;
- Writing
cheques, forward for approval, record for dispatch to enhance
accountability;
- Uploading
approved payments into bank systems to enable signatories to authorize for
release to payees
- Posting
payments, journals and receipt vouchers in the various sub-ledgers to
ensure that the general ledger is up to date;
- Preparing
journal vouchers to ensure corrections and appropriate postings in the
ledgers
- Updating
and filing tax returns and other statutory financial obligations to ensure
compliance with the law
- Processing
of petty cash advance in a timely manner to ensure adherence Turn Around
Time as stipulated in the Interdepartmental Service Level Agreements;
- Filing
the Fund’s accountable documents to help protect from mishandling and keep
for future reference;
- Tracking
payments and ensuring accuracy of paid accounts to ensure no documents are
misplace or unpaid;
- Utilizing
spreadsheets and database tools to assist in financial record keeping;
- Carrying
out variance analysis on financial data to provide reports for decision
making;
- Preparing
timely and accurate Quarterly and Annual Report and Financial Statements
to reflect the true and fair position of the institution;
- Drafting
responses to Audit recommendations to provide actions to take to correct
the findings;
- Updating
and maintaining of fixed assets registers to ensure accountability of
assets;
- Updating
and maintaining short term placement register to ensure proper record
keeping;
- Preparing
timely and accurate monthly bank reconciliation reports to ensure accuracy
of transactions;
- Proposing
risk management strategies that relate to the section to update the risk
register to help identify what needs to be done to prevent future
incidences; and
- Adhering
to laid down accounting controls procedures and processes to ensure
consistency in the day-to-day operational activities.
Job Dimensions:
Financial Responsibility
- Performs bank reconciliations
with transactions of over Ksh.19 Billion;
- Preparation
of payments & journals with transactions of over Ksh.19 Billion;
- Uploading
payments in to bank system with transactions of over Ksh.19 Billion; and
- Responsible
for assisting in preparation of budget;
Responsibility for
Physical Assets
Responsible for physical
assets assigned by the institution worth over Kshs.100,000/
Problem Solving
The job holder will be
required to solve the following type of problems N/A
Communication
The job holder will need
to understand the following information to discharge his/her mandate:
- Detailed
verbal and written instructions or requests from the supervisor;
- Internal
policies and manuals on the administration of the accounts department.
Job Competencies
(Knowledge, Experience and Attributes / Skills).
Academic qualifications
Higher Diploma in
Accounting or any other related disciplines.
Professional
Qualifications / Membership to professional bodies
CPA III/ACCA II or an
equivalent accounting qualification from a recognized institution.
Previous relevant work
experience required.
At least 4 years’
experience in a finance/accounting role.
Functional Skills,
Behavioral Competencies/Attributes:
Functional Skills
- IT
Proficiency
- Supervisory
- Analytical
skills
- Communication
Behavioral /Competency
skills
- Interpersonal
- Team
player
- Attention
to details
- Reliable
& Dependable
- Fulfil
the requirements of Chapter Six (6) of the Kenyan Constitution 2010
How to Apply
Please note that the
following Clearances will ONLY be
required from successful candidates on offer of job and not at application
stage;
- Clearance
from Directorate of Criminal Investigations (Good Conduct Certificate);
- Clearance
from Ethics and Anti-corruption Commission;
- Clearance
from Kenya Revenue Authority (Tax Compliance Certificate);
- Clearance
from Higher Educations Loans Board (HELB);
Interested candidates are
hereby called upon to apply in confidence to the address below via Post Office
or Hand delivery or via the email (recruitment@ufb.go.ke) latest 21st February
2023 at 5.00 PM East African time (EAT). Enclosing cover
letter, CV with full details of education background, professional
qualifications and relevant experience together with copies of testimonials,
academic certificates and National Identity card.
CHIEF EXECUTIVE OFFICER
UNIVERSITIES FUND
1ST FLOOR NACOSTI
BUILDING
OFF WAIYAKI WAY
P.O BOX 28237 – 00100
NAIROBI
The Universities Fund is
an equal opportunity employer and encourages all qualified persons in-cluding
the Youth, Women, Persons with Disability and Persons from Minority groups to
apply. Only successful candidates shall be contacted for interviews and
canvassing will lead to automatic disqualification.
The Universities Fund does
NOT charge any fee at any stage of recruitment.
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