Rationale/Objective for Position
- The Finance Assistant is responsible for supporting the
maintenance of financial and accounting records by managing day-to-day
tasks in the finance department.
Tasks & Responsibilities
Cash Management
- Ensure timely disbursement of cash/M-pesa payments upon
approval these include per diems, Travel expenses, advances, allowances
and NSSF.
- Check on the completeness of supporting documents with proper
approvals as per authorization table before payment is done.
- Daily data entry in SAP ERP-Cash journals in KES, USD, EUR and
M-pesa and confirm accuracy of the posting i.e., correct description/
right account code/ cost center/ orders.
- Monitor the cash level and ensure they remain within the
authorized levels and request replenishment from Main safe when necessary.
- Maintain and keep up to date cash files.
- Together with Account supervisor conduct weekly and month end
cash count.
- Together with Account supervisor conduct cash and M-pesa
payment reconciliations and generate reports at the end of the month for
sign-off.
VAT Processing
- Ensure day-to day processing of VAT exemptions.
- Verify that all invoices have proper documentation with a
mandatory ETR (Electronic Tax Register) & TCC (Tax Compliance
Certificate).
- Adhere to all relevant VAT application procedures in
collaboration with the Regional Protocol Office (RPO).
- Send the relevant documents to suppliers upon approval of
exemption certificates forms protocol office.
- Timely follow up of Supplier’s VAT refunds.
- Process of yearly Blanket exemptions and deliver to the
relevant department through RPO.
- Send the blanket approved certificates to suppliers.
- Update monthly VAT tracker and generate other VAT related
reports.
- Reconcile and maintain an up-to-date VAT file.
Financial settlements
- Timely follow up and closure of all advances.
- Scrutinize source documents for completeness and accuracy.
- Issue the relevant documents in case of refund and
reimbursement.
- Accurate recording of expense settlements and scanning them in
the system.
- Guide and respond to queries the staff have on how to settle
the open advances.
- Weekly follow up on open advances and remind staff to settle.
- Archiving and filling of all supporting documents for
Cash/Mpesa and settlement journals.
Internal Communications
- Promote and support the correct use of the documentation,
tools, and folders in the SharePoint platforms. E.g. how to apply and
settle advances, per diem application.
- In collaboration with the accountant, organize and update the
finance SharePoint folders.
Other Responsibilities
- Support and ensure proper documentation for all cash and
M-PESA registers during audit process.
- Brief new staff on financial SLA (Service Level Agreement),
procedures and processes.
- Provide input during review/update of Finance policies &
procedures and disseminate relevant information to all staff where needed.
- Ensure timely work plans are updated and followed through
regularly with the supervisor.
- Act as an event organizer representing finance department.
- Act as a backup for the accountant.
Qualifications
Education
- A Bachelor’s degree in Commerce, Finance, or an equivalent
qualification from a recognized institution.
- CPA part II or other professional qualification in accounting
is desirable.
Experience
- At least two (2) years of experience in accounting preferably
in the non-profit making sector, international organization.
- Previous experience with MSF or other humanitarian NGOs is an
added advantage.
Competencies
Technical Competencies
- Familiarity with computerized accounting packages
- Behavioral/General Competencies
- Commitment to MSF’s Principles
- Flexible with working hours
- Good Communication Skills
- Cross-cultural Awareness
- Strategic Vision
- Stress Management
- Service Orientation
- Initiative and Innovation
How To Apply
Applicants are required to upload a Letter of
Motivation + Curriculum Vitae (in English) in PDF format as one combined
document. The closing date for applications is on 10th July 2024.
