Job Title: Senior Accountant
Reports to : Director of Financial Operations
Terms: Full-Time, one-year renewable contract
Heshima Kenya is a nonprofit organization based in Nairobi Kenya dedicated to identifying, protecting and empowering unaccompanied refugee minors and young women through our specialized shelter, education and advocacy programs. Reporting to the Director of Financial Operations (DFO), the Senior Accountant will have the overall responsibility in grants management by ensuring that expenses are properly charged to specific donors in line with letters of, and partnership agreements, budget, laid down policies and procedures in addition to timely preparation of monthly bank reconciliations, financial statements and reports both for internal and external use.
- Support the DFO on maintenance of up to date grant files for various donors including but not limited to , letters of or partnership agreements, financial and narrative reports submitted to donors, and any correspondence with various donors
- Ensure programs expenses incurred are in line with approved and available budget.
- Ensure donor expectations and recommendations are adhered to
Financial Management and Accounting
- On a weekly basis ensure all Heshima Kenya financial transactions are posted to accounting system to have timely and accurate preparation of donor reports and other management reports in line approved Budgets and Chart of Accounts
- Ensure internal control systems are in place and fully complied with per Heshima Kenya policies and procedures intended to safeguard financial resources and assets from risk of loss, fraud, or otherwise
- Perform monthly bank reconciliation by the 5thof every month and follow up any outstanding matters with Finance Officers
- In a timely manner submit monthly bank reconciliation to the DFO review and approval by the Country Director.
- Reconcile and submit by the 8thof every month financial statements to the DFO for review and submission to HK Headquarter for consolidation
- Oversee classification of all expenses to various cost centres in line with the approved budget
- Ensure accurate record keeping of expense policy by defining allowable business transactions
- Ensure day-to-day spending and payments are made to all suppliers, service providers and all work related advances to staff are processed in timely manner
- Ensure turn round for all requests do not exceed a maximum of 2 working days. Where it does, sufficient reason(s) is to be communicated before the end of the set timeline/period to the concerned staff(requestor) indicating actual delivery date
- Ensure staff advances for program activities are liquidated within 5 working days after completion of program activity implementation
- Liaise with Program Managers to ensure work related advance requests are submitted 14 days in advance in line with each Program Procurement Plan
- Ensure all expenses incurred are in line with grants requirement, organizational policies, procedures and are well coded, stamped “paid” and supported with proof of payments
- Prepare timely quarterly donor reports for review by the DFO with subsequent submission to HK Headquarter
- Support the DFO in strengthening and setting up minimum required accounting practices and standards and enforce the same
- Strengthen/ improve Heshima Kenya internal controls and procedures with the support of DFO
- Prepare and enter journal entries which include correcting entries (pre-approved by the DFO), allocating expenditures and grants related entries.
- Code income/revenue to proper accounts when funds are received for various grants and communicate the same to the finance officers as well as Program Managers
- Prepare an accounting checklist for all staff and continually update the same with the support of DFO and ensure all liquidations meet the set minimum standards in the checklist before the same is cleared and posted in the QuickBooks
- On weekly basis, review and certify that Payment Vouchers have all required accounting documents attached, enforce up to date and orderly filling of all accounting and related documents based on each running grant(s) and bank account(s)
- Ensure proper accounting and reporting of assigned grants, which include year – end calculation of accounts receivables and any deferred revenues
- Support the DFO to prepare accurate and timely financial statements in accordance with Heshima Kenya established schedule with inputs from the finance team
- Conduct monthly account reconciliations to ensure accurate reporting and ledger maintenance
- Analyse financial statements for discrepancies and other issues that should be brought to the attention of DFO
- Ensure timely monthly reconciliation of account receivables and payables. Where necessary enforce recovery.
- Project carryover budgets for each quarter and inform program/project managers of unspent funds and approaching spending deadlines as well as setting new investment timelines with the program managers
- Support Program Managers in preparation of annual programs/project budgets and procurement plans
- Support the DFO and Director of Programs in preparation and consolidation of Annual Operations Budget
- Support the DFO in revising the existing Accounting Policy/Manual and operationalize the same
- Support DFO in coordinating external audits and internal financial reviews by donors
- Ensure financial matters raised by auditors, donors and partners are addressed and implemented in a timely manner
- Protects organization’s value by keeping information confidential at the same time bringing to the attention of the DFO any challenges for further support and action
- Undertake any other task /duty as may be assigned by the Supervisor from time to time
- Ensure timely reconciliation of payroll liabilities
- Ensure Heshima Kenya’s standing with statutory obligations such as PAYE, NSSF , withholding tax and NHIF is clean and up to date
- Work closely with the Human Resource Manager to ensure that any matters raised by current and previous employees are addressed in a timely manner
- Work closely with the Human Resource Manager to ensure timely preparation and payment of monthly payroll and other statutory obligations
- Work closely with Program Managers and the Human Resource Manager to ensure monthly timesheets are submitted in a timely manner before processing of payroll
- Directly supervises Finance Officers
Knowledge, Skills and Abilities
- Skills in developing detailed documentation in communicating financial information and results
- Communication skills in relaying financial information to donors, partners and program staff with tact and diplomacy
- Excellent knowledge and skill in using Advanced Microsoft Excel
- Ability to provide guidance to staff in line with HK finance guidelines and policies and procedures
- Attention to detail and very analytical in approach and practice
- Skills to deal with the constant questions regarding grants and accounting from various programs.
- Strong problem solving skills in a humane manner
- Ability to function well in a team –oriented environment
- Flexibility and willingness to extend working hours and days beyond HK stipulated time to ensure delivery of results
- Knowledge and experience in financial management
- Strong analytical skills
- Ability to work independently
- High level of integrity and ethics
Education and Professional Qualifications
- Bachelor’s Degree in Accounting /Finance from a recognized university
- Master’s Degree in Public Administration (MPA) or Master’s Degree in Business
Administration (MBA) preferred, Certified Public Accountant (CPA) or Certified
Management Accountant (CMA) is mandatory
- Registered Member of ICPAK or any other related Professional Accounting Body is a requirement
- Experience utilizing the knowledge, skills, and abilities associated with non-profit and/or governmental financial accounting
- More than 3-years working experience in a busy accounting function, experience in not for profit organization will be an added advantage
- Knowledge and experience in working with various accounting system preferably Quick Books
HOW TO APPLY:
Your application should be send to the address below indicating the position applied in the email subject by close of business Tuesday 16th January 2018. It should include a cover letter & a detailed CV (as one document in PDF format) with your contact details, details of current and expected remuneration, names and contacts of three referees, one of which should be your current supervisor.
Please note that Heshima Kenya does not charge any fees for receiving or processing job applications. Heshima Kenya is an equal opportunity employer.
- All applications should only be send through the email.
P.O Box 63192 – 00619 Nairobi Kenya
Only shortlisted candidates will be contacted.