Summary

Responsible for maintaining of Donors Budget file along with proposal, accounts, including books, registers, vouchers, and other documents relating to all receipts and disbursement with proper supporting documents, as well as office management duties.

Detailed Duties & Responsibility:

 KEY ROLES/RESPONSIBILITIES

• Maintain accurate effective financial controls on all transactions incurred as part of project implementation and other related costs.
• Ensure all accounting records and supporting documentation for all financial transactions is maintained in a systematic order and in safe and secure condition.

Payments.

• Ensure that the payment function is smooth running and suppliers are paid on time.
• The vouchers that the Finance Assistant is processing, is up to the standard and as per IR Standards.

Bank

• Ensure that bank reconciliation is up to date and check any long outstanding cheques and take action to resolve and manage it.
• Ensure that bank opening is properly documented, and signatories are updated and with proper approval from HQ.

Control Accounts

• Ensure the staffs advances are adjust on time and in case of not adjustment in reasonable 15 days, final warn the staff and even deduct the advance from staff salary.

Reporting

• Ensure that weekly updates are sent to Finance Manager by each Friday.
• Ensure that monthly reports are sent to Finance Manager by 5th of following month.
• Ensure that BVA review meetings are held with the area manager and budget holders by 105h of each month.

Tax and other legal payments

• Ensure that IRK is following all the legality on payments for staff and suppliers.

Policies and Procedures

• Ensure that IRK is following all the policies and procedures.
• If some policy is missing, take step to make and implement the new policy.
• Manage the cross charge for combine expenses to different projects.

Fund Request:

• Ensure that Area Office sends fund request to the Nairobi before 30th of each month.
• Ensure that money receivable and payable are managed on time.

Recording

• Ensure that the recording and bookkeeping are good.
• All the vouchers are entered into the system on time and correctly.
• Filling
• Ensure that all necessary documents are appropriately filled.

Data entry-Supervisory role on Finance Assistant

• Responsible for data entry to the AX.
• Ensure all transactions are adequately supported prior to payment/posting.
• Ensure that all necessary documents are appropriately filled.
• Ensure that all vouchers are well approved before payments/posting.

Keeping safe custody of files — Supervisory role on Finance Assistant

• Maintain and keep the vouchers in safe custody, maintain file for reconciliation related to the field office.
• Ensure that vouchers are sent to Nairobi by 10th of the following month.

Donor and project files– Supervisory role on Finance Assistant

• Maintaining all the donors’ files (each new file for each new project)

Training and Capacity building of the staff

• Ensure the finance staff are properly trained and they are building their capacity during on job training.

General understanding

• The staff is expected that he/she will also follow any other duty that his/her supervisor will assign to him/her.
• The Finance Manager has full authority to change any or all the responsibility for the staff and authority to change the designation of the staff.
• Perform any other duties as requested by his/her line manager.

Requirements

Qualifications/Experience/Skills:

• Bachelors in accounting and finance (finance option) or related field
• At least 3-year experience in Finance management in NGO set-up
• Proven skills and knowledge in accounting systems
• Effective IT Skills (Word & Excel).
• Communication, tact, and negotiation skills.
• Problem solving.
• Flexible and patient.
• Fluent in Written and spoken English.

Personal requirements

• Ability to cope with stress and live in environment with very basic living condition.
• Very strong interpersonal skills: strong communication and diplomatic skills
• Flexibility to respond to changing nature of humanitarian context and operational difficulties.
• Excellent analytical skills, observation, and analysis capacity
• Ability to plan and output oriented (pro-active)
• Ability to adhere to deadlines and respect line management.
• Readiness to commit and adhere to the values, mission, and vision of IR Kenya