Finance Officer | ReliefWeb 37 views

IRC International HUB Office is seeking to fill the position of a Finance Officer based in Nairobi. The Finance Officer shall report to the IHUB Finance Coordinator.

Working hand in hand with the Finance Co-ordinator and the Finance Assistant, the Finance Officer shall help in the day-to-day accounting operations in accordance with IRC’s policies and procedures, and in accordance with the Generally Accepted Accounting Principles (GAAP). procedures and donor compliance.

Key Responsibilities

1. Cash & Bank payments processing

• Review multi-currency cashbooks as well as cash and bank reconciliation monthly.

• Oversees the timely preparation, review and approval of all monthly bank account and cash reconciliations.

• Reviewing and ensuring all Petty cash payments are properly supported and duly authorized per IRC delineation schedule before disbursement.

• Reviewing of the petty cash and bank spreadsheets to upload stage in readiness for upload.

• Ensuring that authorizations on the payment requests are in line with the approved limits per the delineation chart.

• Ensure that a supervised petty cash counts are performed every Friday.

• Ensure that the statutory deductions are reviewed and processed before the 9th of the following month

• Compile and forward Expat T7 Deductions to be sent to HQ by the 12th of every month.

• Compile and forward National staff T7 Deductions to be sent to the HR Manager by the 15th of every month.

2. Sun System and SAF Processing

• Loading of month end journals by the stipulated timeline to ensure timely submission of the SAF file by the 6th of every month.

• Review adjustment Journals to ensure accurateness before posting on SUN.

• Perform monthly housekeeping procedures in Sun system.

• Ensuring that a SUN back up is taken and sent to the Regional Controller after every month end close out.

• Prepare Monthly Balance Sheet schedules as assigned. Make sure all items in the balance sheet account are current and can be supported. Follow-up on any adjustments to be made.

3. Payment Processing

• Reviewing supplier payment requests and ensuring completeness and accuracy of supporting documents attachment on payment requests

• Ensure adherence to the delineation chart for all authorizations on payment and purchase requests

• Oversee the payment turn-over period to avoid delays in handling requests submitted to finance

• Review national payroll to ensure accuracy of the data and tax compliance.

4. Treasury and Cashflow Management

• Coordinate bank related instructions including user additions and deletion as well as Supervises all bank account activities including negotiation of fees, interest, and currency exchange rates.

• Oversee the maintenance of an accurate and updated cash flow report. Provide weekly updates on this to the Finance Co-ordinator.

• Work closely with the Finance Co-ordinator to ensure that there is sufficient bank reserves at all times for all bank accounts.

• Ensuring that all banks are immediately updated on changes to bank signatories.

• Oversee bank correspondences.

• To act as a bank agent for the Ihub.

• Maintain an organized and well-documented bank correspondences file ensuring it’s continuously updated.

• Oversees the timely preparation, review and approval of all monthly bank account and cash reconciliations.

5. Document Management

• Review internal system of record retention to ensure compliance with IRC policy and the local laws.

• Ensure maintenance of uniform standards for documentation, including forms, support documents etc.

• Maintain an organized, well-documented and sequential filing system for payments on the Box Folders.

• Counter check to confirm that all payments requests have been signed by the requestor, reviewer, and approver.

• Control access to financial records to authorized staff only.

Other

• Represent Finance during tender committees.

• Closely monitors all financial activities and keeps the Finance Coordinator advised on all situations which have the potential for a negative impact on internal controls or financial performance.

• Maintains current knowledge of local government requirements related to financial matters and ensures compliance with tax regulations and other legal requirements.

• Conduct Finance Orientation for the new hires at the IHub.

• Any other duties as may be assigned by supervisor.

Required Qualifications

• A bachelor’s degree in Finance/Business Administration with full CPA (K)

Required Experience & Competencies:

• At least 4 years of Finance and Accounting progressive experience in a busy INGO.

• Proficiency in Microsoft office software with a bias in Ms. Excel, PDF and other collaboration tools and preferably having a working knowledge in ERP. SUN System accounting is an added advantage.

• Should be willing, ready and able to perform other duties as delegated to him/her by the supervisor while maintaining a high level of confidentiality.

• Flexible and a can-do approach to tasks and the ability to adapt to a changing and challenging environment

• Should be quick in understanding, keen in taking instructions, and able to work with minimum supervision.

• Excellent interpersonal, organizational, and time management skills.

• Ability to work in and as a team.

Professional Standards: The IRC and IRC workers adhere to the values and principles outlined in the IRC Way – Code of Conduct. These are Equality , Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Harassment-Free Workplace, Fiscal Integrity, Anti-Retaliation, Combating Trafficking in Persons and several others.

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