mothers2mothers : Finance Officer

By Gloria Michelle May 11, 2016

1. Purchasing

· Coordinate the purchasing function

· Provide guidance and support to the Finance Assistant to enter all invoices into the Accounting system and allocate them against purchase orders

· Deal with supplier queries regarding payments

· Coordinate and manage the process to setup new suppliers in the accounting system

· Maintain and update supplier information and do relevant background checks and terrorist/debarment checks

· Ensure that direct debits payment are checked to supporting documentation and correctly recorded in the accounting system

· Run the creditor report at month-end

· To ensure monthly payment reports are produced for the cash flow analysis

· Report all invoices received without a purchase order or relevant supporting documentation on a monthly basis

2. Manage staff accounts

· Establish and maintain a process for staff travel and salary advances

· Process Travel Requisitions and related staff advances

· Enter staff expenses into the accounting system (Reimbursements and/or advance liquidations)

· Review reconciliations and prepare for approval

3. Revenue/Income, Debtors and cash book management

· Check bank accounts and print statements,

· Prepare the month-end debtors report and ensure all income is allocated correctly

· Ensure that internal bank transfers are correctly managed

· Follow up on outstanding Grants Receivable and other accounts receivable accounts

· Manage the petty cash process and balance petty cash monthly

4. Reconciliations

· Prepare the monthly bank reconciliations for the main operating account for submission to the Country Finance & Administration Manager

· Prepare monthly reconciliations of Payroll control accounts

· Prepare monthly reconciliations of Payables and receivables accounts

· Accruals and Prepayments reconciliation

· Follow up on reconciling items above and pass correcting entries where necessary

· Reconcile all bank accounts including donor specific account with m2m accounting systems and donor requirements of cash books

5. Payroll Processing

· Provide support to the Country Finance & Administration Manager in managing the timesheet submissions of all Kenya Program staff

· Prepare the payroll files for approval and review by the Country Finance & Administration Manager and CD

· Process payment of approved payroll to staff and ensure deductions are remitted to relevant bodies PAYE, NHIF, NSSF, WIBA, HELB

6. Month-end and Year-end close activities, Budgeting & Reporting

· Support the Finance Manager in liaising with the Finance and Support Services unit to close the month-end in time and conduct all relevant reconciliations

· Support the Country Finance manager in the preparation of budgets

7. Assets

· Maintain the fixed asset register and reconcile the sub-ledger and general ledger on a monthly basis

· Liaise with the Facilities Unit bi-annually to conduct asset checks as per the asset register

8. Administration Support and Asset management

· Review all vehicle usage reports from Nairobi and Regional Offices and prepare allocations on a monthly basis

· Perform spot checks on vehicle management documentation and follow up on missing/incomplete documents with Logistics Assistants

· Maintain an updated list of preferred vendors in the Regional offices

· Provide confirmation to service providers to render services and/or goods upon approved requests

· Ensure adherence to set timelines for payments to service providers and/or staff

· Maintain the fixed asset register and reconcile the sub-ledger and general ledger on a monthly basis

· Liaise with the Logistics Assistant to bi-annually to conduct asset checks as per the asset register

· Provide updates of assets to insurance service provider

Qualifications And Experience Required

· Recognized Accounting/Business degree

· CPA or ACCA qualification & NGO work experience is an added advantage

· At least 5 years’ work experience in a similar role

Competencies Required

· Focused and versatile team player that is comfortable under pressure

· Analytical and problem solving skills

· Structured and process driven

· Computer skills including the ability to operate computerized accounting, spreadsheets and word processing programs at a highly proficient level

· Excellent interpersonal skills; ability to work on own and within various teams;

· Ability to manage competing tasks; ability to prioritize and produce high level output consistently

· Integrity, professionalism and transparency

mothers2mothers is an equal opportunity employer. We particularly encourage applications from people living with HIV and AIDS (PLWHA), people with disabilities, women and previously disadvantaged people.

Competitive salary packages will be negotiable in accordance with m2m’s remuneration policies.

How to Apply

   Submit your CV and Application online : Click Here

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