EGPAF seeks to recruit a Field Accountant – Kenya
Job Summary :
Provide administrative functions to ensuring EGPAF’s finance procedures and policies are adhered to. Implement internal controls as required to confirm to donor rules and regulations. The Field Accountant shall work towards ensuring internal and external deadlines are met. The incumbent shall also collaborate with program teams to ensure proper documentations are being used for all proposed payments. Prepare reports as required by the country office and timely share them. Key deliverables of this role being processing payments, entering the same in the finance system.
Job Responsibilities :
Accounts Payables :
- Timely processing of staff advances for travel and activities ;
- Timely processing of activities participant’s mobile payments ;
- Processing of supplier invoices within agreed timelines ;
- Receiving of supplier invoices in Verian ;
- Reconciliation of supplier statements ;
- Ensures that all hard copy vouchers are duly authorized before payment and filing ;
- Manages a systematic financial filing system that is sequential, complete and up to date at all times both scanned and hard copies.
Accounts Receivables :
- Reviews and signs off on all submitted Field Expense Reports, ensuring the validity and accuracy of all submitted receipts. Periodically samples receipts and clarifies sampled expenses with vendors ;
- Follows up to ensure all staff liquidate advances within required timelines ;
- Accurately posts the advances liquidating expenses to QuickBooks.
Cash/Bank Management :
- Reviews and signs off on all submitted Field Expense Reports, ensuring the validity and accuracy of all submitted receipts. Periodically samples receipts and clarifies sampled expenses with vendors ;
- Accurately posts the advances liquidating expenses to QuickBooks ;
- Building the capacity of petty cash custodian and conducting petty cash counts ;
- Prepares bank reconciliations.
Statutory Requirements :
- Ensure all statutory remittances are paid on time, and that accurate amounts are paid ;
- Maintain and update statutory remittances file, conducting period audits of the files to ensure ability to satisfy any statutory scrutiny.
Monthly Reporting activities :
- Timely posting of all transactions as well as ensuring consistency, accuracy and completeness of such transactions ;
- Ensure EGPAF –K finance office meets all Nairobi reporting deadlines for Quick Books end of the month reports ;
- Ensure all vouchers are scanned (on a monthly basis) and shared with Nairobi for submission to HQ ;
- Handles all queries related to financial transactions processed.
Other Responsibilities :
- Support the Audit/Compliance Review Exercises ;
- In liaison with HR, orientation of new staff on finance policies and procedures ;
- Any other work related duties as may be assigned.
Required Qualifications :
- Minimum Degree in related Business Field and CPA II or equivalent ;
- Experience working in a donor funded project will be an advantage ;
- Excellent communication skills ;
- Well-developed interpersonal skills ;
- Strong work ethic and ability and willingness to work long hours ;
- Able to work in team settings and willingness to learn ;
- Cross-cultural competence as demonstrated by confidence and ability to make relevant presentations to diverse audiences ;
- IT Savvy, including accounting soft wares ;
- Willingness to travel.
KPIs :
| Goal | Key Performance Indicators |
| Ensuring accuracy in payments | Proportion of invoices received from procurement paid within 15 working days |
| Proportion of M-PESA requests received paid within 3 working days for Complete activities and 24 hrs for ongoing activities | |
| Proportion of TARs processed by Thursdays every week | |
| Ensure supplier invoices are dully invoiced in Verian and LPOs reconciled before payments are done | |
| Efficiency in managing accounts receivables | Proportion of outstanding advances liquidated within 5 days of activity end |
| Proportion of FER refunds processed within 5 days of FER receipt | |
| Proportion of received FERs posted in QBKs within 5 days of receipt | |
| Timely production of monthly reports | Proportion of bank reconciliation done by 4th of the following month |
| Proportion of vouchers/transactions posted in QBKs real time (within 2 days of approval) | |
| Keep at minimum the number of queries coming from Country office and HQ after month closure and ensure responses are provided immediately when they come in. | |
| Proportion of vouchers/transactions scanned ,filled and shared with country office by 20th of the following month | |
| Field office compliance to internal and external guidelines. | Proportion of finance audit queries raised after audit reviews |
| Proportion of procurement documents prepared with complete documentations and having followed procurement guidelines | |
| Documentation | Proportion of QBK entries with corresponding (error free) hard copy & scanned voucher |
| Proportion of vouchers fully approved before filing | |
| Proportion of weekly HOT KPI trackers fully updated before the weekly meeting |
Competencies :
The Foundation expects all employees to possess the fundamental competencies of interpersonal skills, communication, accountability, continual learning, and driving results. The ideal candidate will either be proficient or advanced in the following set of competencies, specific to this position’s level of Officer:
- Team Building – Team building is a person’s ability to inspire and foster team commitment, spirit, pride, and trust. He/she also facilitates cooperation and motivates team members to accomplish group goals.
- Customer Service – Customer service is a person’s ability to anticipate and meet the needs of internal and external customers while delivering high-quality products and services and being committed to continuous improvement.
- Decisiveness – Decisiveness is a person’s ability to make well-informed, effective, and timely decisions, even when data is limited or solutions produce unpleasant consequences. He/she will also perceive the impact and implications of decisions.