Finance Assistant - Kenyan Nationals Only
full-time
Overall Job Purpose The finance assistant manages and records transactions into the SUN field upload template and ensures payments to all suppliers based on invoices generated from Logistics and Administrative Offices. position holder processes all Payment Vouchers, ensuring that all necessary supporting documentation is available, appropriately signed by the relevant authorities, and that all documents are scanned, properly arranged and uploaded to SharePoint. The position supports the effective management of cash and bank transactions, financial documentation, payment processing and compliance with Johanniter financial procedures and guidelines. Strategy and Vision Actively supports the values of Johanniter and shapes his/her work according to these values Leadership Actively lives the Johanniter’s leadership principles by fostering trust, embracing diversity, communicating openly, supporting wellbeing, and taking responsibility to contribute to a positive, inclusive, and adaptable work environment This is reflected in the day-to-day activities in line with the Code of Conduct and related policies to achieve our goals Accounting & Financial Reporting On a daily basis, records transactions in the SUN upload template on a daily basis, ensuring that booking texts conform to organisational financial guidelines and required L-codes are completed Maintains the cash and bank books in the specified SUN upload template, ensuring that transactions are accurately and completely recorded Ensures that booking text descriptions and L-codes, including project code, JUH and donor budget lines, source of funds, country, partner, person and Fibu code, are correctly allocated Ensures the accuracy and completeness of cash and bank books and the proper filing of supporting financial documentation Assists with the preparation, scanning and uploading of monthly closing documents to the sharepoint or approved sharing platform after review by the Finance Coordinator Provides accurate and timely financial information and documentation to the Senior Finance Officer and other authorised finance staff Budgeting & Financial Planning Ensures transactions are recorded against the correct project, budget line, source of funds and other relevant L-codes in accordance with organisational financial guidelines Supports the Finance Coordinator and Senior Finance Officer by providing accurate transaction information required for budget monitoring and financial reporting Raises any apparent coding or budget allocation issues to the Senior Finance Officer before payment or recording of transactions Cash & Treasury Management Responsible for the management of cash/bank books and ensures proper filing of all financial documents Ensures the safety of the safe and performs cash counts every friday in the presence of the finance manager and senior finance officer, and files the cash count reports appropriately Ensures the accuracy and completeness of cash and bank records Ensures the management of cash boxes, including following up advances and maintaining the advances register, physical inventories and expenditure reconciliations Assists with banking-related activities and ensures that cash and bank transactions are properly recorded and supported Reports any cash or bank discrepancies immediately to the senior finance officer or finance manager Ensures cash is handled and stored securely and in accordance with organisational procedures Payments & Supplier Management Receives payment requests from Logistics and HR& Admin and prepares Payment Vouchers for submission to the Senior Finance Officer for review and approval by authorised signatories Ensures that all payment documentation is properly completed, signed and dated by the relevant authorities before payment is processed After approval, releases payments as authorised and records the transactions in the SUN budget/upload template Ensures that all receipts are stamped using the Johanniter Approval/Paid stamp and that all invoices and/or receipts are signed by the suppliers Ensures that invoices are arranged in chronological order and scanned and filed accordingly in the various files for each cashbook Ensures that all bank transfers to suppliers are processed when necessary and assists the Senior Finance Officer with banking-related issues Ensures that payments are made only after the required approvals and supporting documentation have been obtained Maintains confidentiality and integrity in relation to supplier and payment information Financial Compliance & Internal Controls Checks that purchasing procedures are followed and that RFPs, Purchase Authorisations (PA) and Payment Vouchers are systematically signed by authorised persons Checks that expenditures are validated by management, taking into consideration all applicable Johanniter validation thresholds Checks supporting documents and their conformity for all transactions before payments are made, including requisition forms, quotation analyses, invoices, inventories and other relevant documentation Ensures that all financial documents are properly filed and that the filing system is updated, complete and accurate Ensures all payment vouchers contain the required supporting documentation before submission for approval Ensures financial documents are scanned and uploaded to the approved sharing platform in accordance with established procedures Immediately reports any suspected irregularities, fraud, corruption, misuse of funds or other financial concerns to the appropriate supervisor Supports internal and external audit processes by ensuring that requested financial documents are properly filed and readily available Partner Financial Management & Capacity Building Supports the Finance Coordinator/Senior Finance Officer in maintaining complete and accurate financial documentation relating to partners, where applicable Ensures that partner-related financial documents received by the office are properly recorded, filed and made available to authorised finance staff Raises any missing or incomplete financial documentation to the Senior Finance Officer/Manager or relevant supervisor Team Support & Capacity Building Works closely with the Finance Manager, Senior Finance Officer and other finance staff to ensure the smooth running of finance activities Supports colleagues in maintaining proper financial filing and documentation systems Participates in finance meetings, trainings and capacity-building activities as required Maintains a good team spirit and supports other team members when required, while ensuring that assigned responsibilities are completed accurately and on time Administrative Responsibilities Receives, distributes, circulates and files all documents that come into the office Distributes documents to other agencies as required Maintains proper filing of finance and administrative documents Ensures that confidential financial documents are stored securely and that access is limited to authorised personnel Performs other finance and administrative duties as assigned by the supervisor Safeguarding Applies and upholds the organisation's safeguarding policies and Code of Conduct in daily work, ensuring respectful behaviour and taking responsibility for immediately reporting any concerns related to Sexual Exploitation, Abuse and Harassment (PSEAH) Maintains confidentiality and integrity in financial processes while raising awareness of safeguarding risks linked to fraud, corruption or misuse of funds Ensures that financial transactions and payments are processed transparently, accountably and in accordance with approved procedures Immediately reports any concerns relating to fraud, corruption, aid diversion, exploitation, abuse or misuse of organisational resources through the appropriate reporting channels Ensures that financial documentation and information relating to beneficiaries, staff, suppliers and other stakeholders are handled confidentially and responsibly Safety & Security Complies with organisational safety and security procedures and instructions Maintains awareness of safety and security requirements when handling cash, undertaking banking activities or carrying out other finance-related duties Ensures cash and financial documents are handled and stored safely and securely Immediately reports safety or security concerns, incidents or risks that may affect staff, financial assets or office operations to the appropriate supervisor Follows established procedures for safe movement and handling of cash and financial documents Person Specification Professional Qualification and Experience Essential: Relevant training from a recognized institution or two (2) years’ work experience in finance, accounting, business administration or relevant discipline in an NGO/ INGO setting At least CPA level I qualification Experience maintaining financial documentation Desirable: Experience working with NGOs or international organizations Familiarity with accounting systems or financial templates Experience using the SUN System is an advantage Skills Professional in Excel and computerised accounting Knowledge of the SUN System or any accounting software is essential Honest and of high integrity Able to multi-task while maintaining a stringent eye on detail Excellent interpersonal, communication, negotiation and representation skills Accurate and precise work style Able to organize, plan ahead and prioritize multiple tasks and meet deadlines Flexibility, ability to adapt, good team player, discrete, responsible and innovative Fluency in English and Swahili (knowledge of local languages will be an added advantage) The gross monthly salary for this position ranges from KES 89,000/- to KES 92,000/-. The actual salary offered will be determined based on the successful candidate’s relevant years of professional experience and corresponding placement within the organization’s salary scale.