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Finance Assistant

Closing: Jul 10, 2024

This position has expired

Published: Jul 2, 2024 (23 days ago)

Job Requirements

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Job Summary

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  • The Finance Assistant is responsible for supporting the maintenance of financial and accounting records by managing day-to-day tasks in the finance department.

QualificationsEducation

  • A Bachelor’s degree in Commerce, Finance, or an equivalent qualification from a recognized institution.
  • CPA part II or other professional qualification in accounting is desirable.

Experience

  • At least two (2) years of experience in accounting preferably in the non-profit making sector, international organization.
  • Previous experience with MSF or other humanitarian NGOs is an added advantage.

Competencies

Technical Competencies

  • Familiarity with computerized accounting packages
  • Behavioral/General Competencies
  • Commitment to MSF’s Principles
  • Flexible with working hours
  • Good Communication Skills
  • Cross-cultural Awareness
  • Strategic Vision
  • Stress Management
  • Service Orientation
  • Initiative and Innovation


Responsibilities
  • The Finance Assistant is responsible for supporting the maintenance of financial and accounting records by managing day-to-day tasks in the finance department.

QualificationsEducation

  • A Bachelor’s degree in Commerce, Finance, or an equivalent qualification from a recognized institution.
  • CPA part II or other professional qualification in accounting is desirable.

Experience

  • At least two (2) years of experience in accounting preferably in the non-profit making sector, international organization.
  • Previous experience with MSF or other humanitarian NGOs is an added advantage.

Competencies

Technical Competencies

  • Familiarity with computerized accounting packages
  • Behavioral/General Competencies
  • Commitment to MSF’s Principles
  • Flexible with working hours
  • Good Communication Skills
  • Cross-cultural Awareness
  • Strategic Vision
  • Stress Management
  • Service Orientation
  • Initiative and Innovation


Cash Management

  • Ensure timely disbursement of cash/M-pesa payments upon approval these include per diems, Travel expenses, advances, allowances and NSSF.
  • Check on the completeness of supporting documents with proper approvals as per authorization table before payment is done.
  • Daily data entry in SAP ERP-Cash journals in KES, USD, EUR and M-pesa and confirm accuracy of the posting i.e., correct description/ right account code/ cost center/ orders.
  • Monitor the cash level and ensure they remain within the authorized levels and request replenishment from Main safe when necessary.
  • Maintain and keep up to date cash files.
  • Together with Account supervisor conduct weekly and month end cash count.
  • Together with Account supervisor conduct cash and M-pesa payment reconciliations and generate reports at the end of the month for sign-off.

VAT Processing

  • Ensure day-to day processing of VAT exemptions.
  • Verify that all invoices have proper documentation with a mandatory ETR (Electronic Tax Register) & TCC (Tax Compliance Certificate).
  • Adhere to all relevant VAT application procedures in collaboration with the Regional Protocol Office (RPO).
  • Send the relevant documents to suppliers upon approval of exemption certificates forms protocol office.
  • Timely follow up of Supplier’s VAT refunds.
  • Process of yearly Blanket exemptions and deliver to the relevant department through RPO.
  • Send the blanket approved certificates to suppliers.
  • Update monthly VAT tracker and generate other VAT related reports.
  • Reconcile and maintain an up-to-date VAT file.

Financial settlements

  • Timely follow up and closure of all advances.
  • Scrutinize source documents for completeness and accuracy.
  • Issue the relevant documents in case of refund and reimbursement.
  • Accurate recording of expense settlements and scanning them in the system.
  • Guide and respond to queries the staff have on how to settle the open advances.
  • Weekly follow up on open advances and remind staff to settle.
  • Archiving and filling of all supporting documents for Cash/Mpesa and settlement journals.

Internal Communications

  • Promote and support the correct use of the documentation, tools, and folders in the SharePoint platforms. E.g. how to apply and settle advances, per diem application.
  • In collaboration with the accountant, organize and update the finance SharePoint folders.

Other Responsibilities

  • Support and ensure proper documentation for all cash and M-PESA registers during audit process.
  • Brief new staff on financial SLA (Service Level Agreement), procedures and processes.
  • Provide input during review/update of Finance policies & procedures and disseminate relevant information to all staff where needed.
  • Ensure timely work plans are updated and followed through regularly with the supervisor.
  • Act as an event organizer representing finance department.
  • Act as a backup for the accountant.


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