Jnr. Finance Officer at Medic Mobile

Position Details

The Finance Officer role involves ensuring that all activity is converted to meaningful financial data and on-time tracking of both project and internal budgets to achieve optimum planning. This is achieved through proper accounting & bookkeeping, project financial & Variance reporting, payroll management and providing support to the delivery team, compliance, audits and contracts management.

Key Responsibilities

Accounting and day-to-day bookkeeping. (70%)

• Maintenance of books of accounts covering processing of payments, preparation and maintenance of cash books, bank reconciliations (KES, USD), JEs and managing the financial filing system.
• Monthly reconciliation of Balance Sheet accounts (Teammate ledgers, Payroll accounts and other accounts).
• Maintain relations and correspondence with the bank. - Negotiating the best forex rates in relation to the CBK prevailing rate and speculation.
• Reconcile, close monthly accounts and help with facilitation of external audits.
• Maintain up to date fixed asset register and post quarterly depreciation schedules.
• Perform Admin and office support functions in the absence of the Admin.
• Maintain and update finance documents, shared logins and passwords.
• Update prepayments amortization schedules (WIBA, Health Insurance, etc) and allocate costs to the respective projects.
• Setting up new teammates on Payslip Maker, expensify, S2B and ClickTime.
• Reconciling, updating and sharing teammates ledger accounts and settlement of dues on a monthly basis.
• Monitoring monthly ClickTime reports to ensure time allocation reports are available on time to facilitate payroll allocation.

Project Financials. (5%)

• Onboarding and training team on finance areas like expensify and ClickTime.
• Monitor Regional Admin, PD & Project budgets (forecasts, liquidity, variances).
• Responding to financial inquiries to FM, PMs, LA and other stakeholders by gathering, analyzing, summarizing, interpreting and reporting data.
• Process project financial facilitation requests - review requisitions against budget and process payments/teammates advances.
• Follow up with project teams for project expense reports, review, forward for approval and book costs to Sage.
• Prepare partner invoices/financial reports in line with contractual requirements and update invoice tracking report on Salesforce to track monthly receivables ageing report.
• Monitor receivable ageing report and follow up on overdue invoices.

Payroll Function. (10%)

• Payroll preparation and administration of employee benefits. (Including local contractor's payments).
• Deductions and filing of statutory returns accordingly- PAYE, NHIF, NSSF, WHT, VAT, NITA, HELB, SACCO and Pensions.
• Updating the Master payroll and reconciliation of Payroll accounts on a monthly basis.
• Sharing of WHT Certificates to contractors, P9 forms  and payslips to employees.

Procurement & Vendor Management. (10%)

• Procurement process - verify PRs, POs and invoices to ensure all costs and commitments are properly allocated. Ensure procurement processes comply with established procedures. 
• Management of vendor accounts, including pre-qualification with Finance & Admin Manager, service agreement management, project related PO approval, invoice and payment processing.
• Develop a sound understanding of the Core IT systems being used for managing day-to-day operations. Ensure timely updating of client and operational data.

Compliance & Policy Review.( 5%)

• Participate in updating financial policies & processes and their consistent application. 
• Ensuring payment and filing of statutory information before the due dates.
• Support with statutories documentation and aid with Annual Financial Audits.
• Maintain a complete Partner contract filing system for signed contractual agreements.

Skills Knowledge and Expertise

Qualifications

1. CPA Finalist, Bachelor's Degree in Accounting/BA/Bcom
2. Experienced in handling all aspects of finance and accounting with a 3-5 years professional experience
3. Deep knowledge of Sage Intacct
4. Excellent communication skills (writing and speaking) in English. Must be able to express thoughts and opinions clearly and concisely
5. Proven ability to work independently
6. Must be flexible with working hours to communicate with USA office
7. Commitment to Medic values
8. Kenyan/Valid Kenyan work permit