Finance Assistant at Colleges and Institutes Canada

General Expectations

• The Finance Assistant will be responsible for processing day-to-day financial transactions, maintaining accurate financial records including all requisite supporting documentation, recording transactions in the projects’ financial journals, allocating transactions to the general ledger accounts, preparing monthly financial reports, processing, and tracking staff advances, and ensuring that all financial data is organized and up to date. The Finance Assistant will work closely with the Finance Officer to process payments, manage invoices, ensure legal requirements compliance, and comply with all required tax and other statutory requirements.

Reporting

• The Finance Assistant will work under the supervision of the Finance Officer, in close collaboration with the Human Resources and Administration Manager. The Finance assistant will be responsible for supporting CICan Nairobi’s office financial services.

Responsibilities

Assist in Maintaining Financial Records and Documentation:

• Ensure the accuracy and completeness of financial records, including income, expenses, and transactions.
• Support finance team in consolidating and arranging of financial documents, making retrieval efficient and audit- ready.

Support the Finance Team in Processing Invoices, Receipts, and Payments:

• Collaborate with team members to handle the timely processing of invoices from vendors and service providers.
• Verify receipts and facilitate the smooth execution of payment disbursements, maintaining a record of transactions.

Assist with Staff Advances and Accountabilities:

• Administer and monitor staff advances, ensuring proper documentation, utilization, and timely settlement.
• Maintain accurate records of staff financial accountabilities, facilitating transparent and accountable financial practices.
• Assist staff in reconciling their personal financial accounts, providing necessary support and guidance.

Assist in Reconciling Supplier Statements

• Reconcile supplier statements with organization records, promptly addressing any discrepancies.

Contribute to the Month-End and Year-End Financial Closing Processes:

• Support the finance team in the month-end and year-end financial closing procedures, ensuring all accounts are accurately reconciled and financial statements are prepared in a timely manner.
• Collaborate with the finance team to facilitate audits and financial reviews as needed.

Assist in Compliance with Organization Policies and Reporting Requirements:

• Support the finance team in ensuring adherence to organizational financial policies, procedures, and guidelines.

Custodian of Assets:

• Work together with the Procurement Officer to ensure asset register and accounts for all property that is provided to staff and partners are maintained and updated regularly.

Qualifications

• Fluency in English and Swahili.
• Kenyan citizen or legally permitted to work in Kenya.
• Bachelor’s Degree in a related subject area (accounting, business or similar).
• CPA II or equivalent qualification is preferred.
• A minimum of 3 years’ experience in financial and accounting processes.
• Experience working on international development projects with an international organization is desirable.
• Demonstrated ability using Microsoft Office Suite, especially Excel where advanced knowledge is expected.
• Demonstrated ability using QuickBooks or similar accounting software.
• Demonstrated competence in the planning, implementation, administration, and reporting of donor-funded projects.
• Ability to prioritize and organize work effectively and efficiently under pressure and tight deadlines.
• Excellent organizational, communication, and interpersonal skills.
• Ability to work both independently and collaboratively in a team.
• Strong writing, computer, and data skills.