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Objective of the Position

Ensure efficient implementation of accounting procedures, VAT follow up, information and ERP system managemen

Tasks & Responsibilities

S/he will perform the following main tasks, among others:-

Manages MSFS Kenya re-invoicing processes. Prepare MSFS Kenya invoices in NODHOS to be integrated in UNIFIELD

Segregate and saves the MSFS Kenya invoices per client folder in the SharePoint.

Receiving supplier invoices through the Invoice Follow-Up Tool, verifying them in Nodhos to ensure the amounts match, and updating the tool, accordingly, including VAT tracking and monitoring the payment status of supplier invoices.

Makes payments of all invoices as appropriate (either by cash, cheque, Mpesa, or online transfers)

Requests for bank details of suppliers from procurement, uploads the same in the online bank transfer platform before filing in finance.

Encoding of supplier invoices in Unifield; splitting any credit notes in consideration of the actual amount payable to the supplier and observing strict adherence to the appropriate budget lines.

Encoding / importing pending payments into the bank register as per bank statement.

Importing into the bank registers in Unifield all pending payments from the cheque register as per the bank statement.

Encoding / importing payments from the missions / sections into the respective bank registers in Unifield.

Check the validity of the invoices and ensure that identification codes and budget lines are correct, otherwise make corrections using the accounting correction wizard in Unifield.

Assist the Accounting Manager in reconciliation before closing the monthly accounts. 

Scanning of financial documents and filing them appropriately in the SharePoint, ensuring that soft copies are organized and easily accessible in designated folders. Simultaneously, the physical copies must be archived in clearly labelled archive boxes and recorded accurately. Once boxed, the documents should be transferred to the warehouse for secure storage, where they will be retained for a period of seven years before being reviewed and destroyed in accordance with the document retention policy.

Filing of the original documents in box files, label and archive them in a structured manner.

VAT Exemption follow-up which includes: Complete VAT exemption application forms and send to Protocol Office, Preparation of exemption certificates before sending to suppliers and VAT refund follow up, and Update VAT follow-up excel sheets in SharePoint.

Preparing documentation and supporting schedules for internal and external audits.

Back-up of the Accounting Manager.

Qualifications & Requirements

Education: Minimum CPA Part II. A degree in Finance/Accounting and knowledge of ERP systems is an added advantage.

Experience: At least 2 proven years of professional experience in Finance/ Accounts; previous NGO experience in a similar position is an advantage.

Skills/ Competences: Punctual, culturally sensitive, patient, proactive, reliable& flexible to work long hours when required, attentive to details, organized, computer literate (database design/ analysis, Excel).

Language: Proficiency in written and oral English & Swahili.