Finance Coordinator Assistant

Main Purpose

Responsible for ensuring effective and efficient financial administration in MSF-H Kenya and ensuring financial administration is carried out according to MSF guidelines/protocols/regulations and legislation.

Accountabilities

1. General
2. Initiate, suggest and assist in developing additional and/or new working procedures to meet the demands of an efficiently functioning accounting system for Kenya.
3. Attend to all training and meetings connected with the finance function in the absence of the FinCo including intersectional and regional items.
4. Finances and Bookkeeping
5. Follow and champion the MSF standard financial templates and procedures, including the latest Finance SOP (Financial policies and procedures) and Authorization Table.
6. Assist in coordinating and overseeing the monthly and yearly closing of accounts and balance sheet, inform the FinCo about it for its consolidation, with the aim that the statement reflects the financial reality of the mission. Ensuring strict respect of deadlines.
7. Manage and supervise scanning and sending of BooX to HQ, ensuring strict respect of deadlines.
8. Check the quality of the receipts for cheque payments. Keep track of bills/vouchers and other running costs and analyze the related information (costs, service contracts ...) to give reliable information about the mission functioning
9. Responsible for quality and timely accounting for Kenya: both paper accounting (invoices and receipts, required support documents and proper audit trail), electronic data-entry (encoding in the accounting software), including consolidation and archiving of the accounting journals for the whole Kenya (for capital and all fields)
10. Ensure quality of BooX supporting documents by checking bookkeeping and communicating feedback to Loki.
11. Brief, train, and support finance related staff including Loki Fin Manager/FinCo and expats in their financial activities.

o Support and if necessary support bookkeepers in Loki as required.

• Prepare monthly Balspec for review with FinCo and FFA (HQ). Oversee balance accounts, sub a/c closure and follow up on outstanding issues.

o To send monthly Balspec to FinCo for final sign off and forwarding to HQ by 25th of each month

• Prepare Various Entry Journals for Balspec corrections, together with the Accountant, Loki Finance Manager and FinCo Somalia Mission .
• Prepare intersectional or inter-mission invoicing for split expenses across MSF

3.) Cash and Bank Management

• Prepare the monthly report showing the exchange rate sheet
• Perform weekly cash count with the Cashier.

o To notify the FinCo immediately in writing in case of major cash disparity or disrespect of financial procedures by staff in any MSF location

• Ensure sufficient bank balances with the accountant and advise FinCo if additional funds are required

4.) Salary Administration and Taxation

• Verify and enter in BooX VEJ transactions according to the Nairobi payroll booking sheet
• To supervise and apply administrative and payment procedures relating to taxes and other statutory payments in accordance with the terms of employment and by the deadlines.
• Is responsible for monitoring and supporting quality and timely VAT recovery in Kenya. Electronic data-entry, consolidation and reporting of overall VAT recovery and follow-up.

5.) Budgeting and Budget Controlling

• To check together with Accountant/FinCo, the monthly down expenses from HQ and correct coding mistakes from HQ in up corrections process.
• To bring the attention of the FinCo to major over/under expenses on single accounting codes. Participate in monitoring expenses vs budget on a regular basis, to analyze variances, to decide corrective actions if necessary.

6.) Staff Management and General

• Supervise and set priorities for staff under supervision.
• Ensure team leave and absence management is properly done to minimize impact on finance operations.
• Conduct performance management and evaluation of supervised staff on a regular basis (at least annually, preferably every six months).
• Provide training and support to staff including regional and intersectional events for Finance.
• Any other specific task upon request from FinCo

Requirements

Education

· Degree in Finance/BCOM or its equivalent

· Masters is an added advantage.

· Professional qualification – ACCA or CPA (K)

Experience

· In finance and management (minimum 2 years).

Languages

· Fluent in English and Kiswahili essential

Knowledge

· Essential computer literacy (word, excel). Good analytical skills

Competences

· Results

· Teamwork

· Flexibility

· Commitment

· Stress Management

HOW TO APPLY:

Interested candidates who meet the minimum requirements to send their CV with 3 refereess, motivation letter to kenya-jobs@oca.msf.org indicating the subject line as ‘Finance Coordinator Assistant’. Deadline - Thursday, March 24, 2016