ACCOUNTANT (KEPSA FOUNDATION)

About KEPSA

The Kenya Private Sector Alliance (KEPSA) is the apex body for the private sector in Kenya. KEPSA brings together local and foreign business associations, federations, chambers of commerce, professional bodies that are sectoral umbrella bodies and individual sectoral business membership organizations, corporates, from multinationals to large and medium- sized companies, SMEs, and start-ups from all sectors of the economy, across all parts of the country. This gives KEPSA a reach of over 2 million businesses directly and indirectly. KEPSA also serves as the national focal point of the East Africa Business Council (EABC), the umbrella body of businesses in East Africa. It hosts the International Chamber of Commerce (ICC) Kenya Chapter, a member of the ICC with a reach of over 45 million businesses globally.

KEPSA Foundation is the social arm of KEPSA industry is committed to advancing socioeconomic transformation agenda. The Foundation focuses on social issues under the four priority areas namely: Women & Youth Empowerment, Leadership and Childcare, Climate - Change and Sustainability, Governance, and Community Outreach/Partnerships and Networks. The Foundation’s mandate is to provide the private sector platform for the social economic transformation through strengthening the business environment and global competitiveness.

Your Data

If you choose to apply for this position, you will be providing us with your Personal Data, which we will process for the purposes of selecting a candidate for the position only.

We will keep the Personal Data you share with us as part of the application process for six months from the deadline for application, after which it will be deleted.

Your Personal Data will be accessed only by our HR Staff managing the recruitment process, as well as the members of the selection panel.

You have the right to:

a) ask us for access to your Personal Data and for information about how we process it;

b) to ask us to rectify the Personal Data we have on record for you;

c) to ask us to delete your Personal Data or restrict its use; and

d) to object to our processing of your Personal Data.

To exercise these rights, please contact;

hr@kepsa.or.ke

If you have any concerns or complaints about how KEPSA processes your Personal Data, please submit them to

hr@kepsa.or.ke

Position Overview

The Project Accountant will be responsible for managing the financial and accounting functions of the Foundation's projects to ensure effective utilisation of resources, compliance with partner requirements, organisational policies, and statutory regulations.

The role will provide financial support throughout the project lifecycle, including budgeting, financial reporting, grant management, expenditure monitoring, financial analysis, audit support, and partners compliance. The Project Accountant will work closely with KEPSA Foundation team, and management to ensure efficient and accountable implementation of all Foundation projects.

are implemented.

Key Responsibilities

1. Financial Reporting and Compliance

· Compile financial reports, ensuring accuracy, timeliness, and adherence to reporting formats and guidelines.

• Provide analytical commentary on financial performance against approved projects budgets, rolling forecasts and scenario analyses.
  
• Maintain real-time monitoring of project expenses, reconcile with approved budgets, and prepare variance analysis reports.
  
• Review, validate, and process supplier and partner invoices, ensuring compliance with contracts and donor requirements.
  
• Ensure month-end and year-end financial closing processes for the projects and KEPSA Foundation.
  

2. Budgeting and Financial Monitoring

• Support the preparation and consolidation of the annual organizational budget
  
• Participate in the preparation of project budgets and donor proposal budgets.
  
• Monitor project budget implementation and conduct variance analysis between actual expenditure and the approved budgets.
  
• Prepare periodic financial reports and budget utilization reports for management and donors.
  

3. Statutory and Regulatory Compliance

• Ensure timely and accurate processing and remittance of statutory deductions and taxes, including PAYE, NSSF, SHIF, Housing Levy, NITA,Withholding Tax, and Withholding VAT.
  
• Ensure compliance with organizational financial policies, donor requirements, and applicable statutory regulations.
  
• Support audit processes by coordinating financial documentation, schedules, and responses to audit queries.
  

4. Financial Operations and Reconciliations

• Perform General Ledger and Bank reconciliations and ensure accuracy of financial records.
  
• Perform payables reconciliation and ensure timely settlement of supplier obligations.
  
• Maintain accurate fixed asset and capital fund registers.
  
• Monitor cash balances and track expenditure across projects and operational activities to ensure liquidity for ongoing activities
  

5. Payments Processing and Disbursement

• Coordinate the collection, verification, and validation of participant data, attendance records, and supporting documentation from implementing partners and training institutions.
  
• Prepare and maintain accurate payment schedules, ensuring completeness of beneficiary information including names, identification details, contact information, and payment details.
  
• Support processing of disbursements through mobile money platforms and bank transfers in accordance with KEPSA financial procedures.
  
• Monitor disbursements to ensure timely and accurate payments to beneficiaries.
  
• Follow up on rejected, delayed, or pending payments and coordinate resolution of payment discrepancies.
  

6. Documentation and Records Management

• Maintain organized and up-to-date digital and physical financial records and supporting documentation.
  
• Ensure all payment requests are properly supported, approved, and documented prior to processing.
  
• Update filing systems and financial databases to facilitate efficient reporting, compliance, and audit processes.
  
• Ensure proper retention and confidentiality of financial and beneficiary records.
  
• Maintain accounting software entries, ensure accurate coding of transactions, and safeguard data integrity.
  

7. Reporting and Audit Support

• Organize supporting documentation, respond to auditor queries, and implement audit recommendations.
  
• Support reconciliation of stipend disbursements against approved budgets, participant attendance, and program records.
  
• Prepare periodic financial summaries and reports highlighting disbursement status, variances, pending cases, and emerging issues.
  
• Support internal and external audit exercises by providing required financial documentation and explanations.
  
• Ensure adherence to internal financial policies, donor regulations, and statutory requirements.
  

8. Coordination and Administrative Support

• Liaise with KEPSA Foundation teams, implementing partners, and other stakeholders on financial matters, providing guidance and updates on program activities and supporting documentation required.
  
• Support communication with beneficiaries regarding payment timelines, verification requirements, and payment resolution processes.
  
• Collaborate with procurement teams to review financial aspects of contracts and purchase orders.
  
• Undertake any other finance and administrative responsibilities assigned from time to time to support organizational and program objectives.
  

Required Qualifications & Skills

Education

• Bachelor's Degree in Accounting, Finance, Commerce, Business Administration, Economics, or a related field.
  

Professional Qualifications

• CPA (K), ACCA, CIMA, or equivalent professional qualification. Fully or partially qualified CPA will be considered.
  

Experience

• Minimum of 3-5 years' experience in project accounting, grants management, or financial management.
  
• Experience working with NGOs, Foundations, development organisations, or donor-funded projects.
  
• Demonstrated experience in donor reporting, budget management, and financial compliance.
  
• Experience supporting external audits and grant management processes.
  
• Familiarity with multi-project and multi-donor financial management environments is highly desirable.