- Matching requisitions to LPOs and invoices and ensuring they are approved by relevant staff subject to approval limits.
- Timely and prompt processing and review of payments to suppliers, volunteers ICFA & HCFAs, temp staff payroll preparation and staff advances processing.
- Ensure statutory and regulatory compliance; (NHIF, NSSF, Sacco loans, PAYE, W/tax, HELB, NITA) and accurate remittances are paid on time and annual filing of returns.
- In charge of preparation and coding of bank payment vouchers, payment processing and posting after review.
- Manage all correspondence with banks and creditors to ensure sufficient liquidity at all times.
- Providing monthly cash/bank forecasts to the Head of Finance & Operations/CD for approval and onward forwarding to treasury.
- Ensure that all finance and accounts IT processes such as data entry and backups are carried out on weekly basis.
- Responsible for carrying out Month end process filing and save reviewed monthly reports to T drive and share points effectively and on time.
- Support the audit process including preparation of audit schedules for audit purposes for review by HoFO and support documentation extraction.
- Invoicing of Donors, partners, Incomes accruals, hosted partners etc. invoicing, receipting and acknowledge incomes appropriately.
- Carrying out Accounts codes reviews, allocations and reconciliation of all balance sheet items.
- Sharing monthly, periodic staff, suppliers and partner’s advances statements.
- Carry out Supplier statement reconciliations including medical insurance claims and reconciliations.
- Raising reversal journals, preparation of recodes, their support and approvals.
- Keep safe custody of cash, cheque books and financial records.
- New staff/volunteer (joiners) orientation on finance policies, other VSO policies, and manuals and ensure finance clearance of leavers.
- In charge of data/ file archiving and updates – soft and hard files and maintain soft & hard files for all transactions.
- Exercise appropriate controls over and authorisation of all liquidations to ensure accuracy and completeness of documentation. Reviewing of accountabilities submitted by volunteers and staff.
- Ensuring regular financial monitoring in the field are undertaken and any findings and recommendations are implemented in good time.
- Work with other colleagues to provide support to finance team in country in financial accounting and management.
- Maintain good relations with external donors by providing narrative and financial reports on a timely basis and in line with donor criteria when necessary.
- Upon assignment by HoFO, support projects proposal writing, PTC development and Donor budget mapping.
- Preparation of audit schedules, annual and quarterly financial reports/statement. Act as a focal point for coordination of organizational audits. Work with the HoFO and FA in ensuring that all activities, preparations and follow-up with respect to audits are done on time.
- Full-fill other appropriate level responsibilities as defined by the Head of Finance
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