Summary
Date Posted: Thursday, June 09, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
About the company
• In Kenya, Oxfam works with others to alleviate poverty and inequality. We work with the most vulnerable communities in the dry and remote northern regions, and in the impoverished slums of the capital, Nairobi. In Kenya, the highest poverty levels are in the northern pastoralist districts - in some areas 95% of people fall below the poverty line.

Job purpose:
• Under the supervision of the Finance Operations Manager, the Finance and Payroll Officer is responsible for comprehensive financial management of all finance operations matters. This includes sound financial controls, monitoring and financial risk management.

• Currently this role supports activity from different business units, which does include entry of transactions into a separate Financial Accounting System.

Financial Accounting Management and Purchase Ledger Management
• Reviews and verifies that appropriate supporting documents have been provided for the processing of payments for goods and services received.
• Ensures that payments are approved in accordance with the stipulated organizational procedures and rules.
• Ensure that transactions are recorded accurately in the accounts system.
• Reviews the purchase ledger of a regular basis and actions payments in a timely manner.
• Responsible for the co-ordination of all payments related to the Nairobi based programs/business units and to support countries in the region, when required.
• Ensures that proper workflow between units to ensure that transactions are captured within acceptable timelines.
• Maintenance of effective filling (physical and online filling) of financial documentation and ensure they can be accessed on demand within reasonable time and adhere to local laws on document filing.
• Ensure that costs are coded to the correct budget code.
• Ensure that prepayments for medical and other staff benefits are expensed in a timely manner.
• Ensure that correction journals and recharges are done by 2nd of every month ensuring all the supporting documents are in place.
• Ensure that all month end close deadlines are adhered to and that all unusual transactions and unsupported entries are investigated and resolved in a reasonable manner.

Cash flow & Bank reconciliation Management:
• Responsible for coordinating the management of all bank and cash transactions to and from the business unit bank accounts, so program activities can be efficiently carried out.
• Review Nairobi bank accounts reconciliations prepared by the Finance Assistant.
• Forecast cash flow and ensure timely to up requests.
• In charge of correspondence with all banks.
• Ensures that both bank and cash records are updated, ideally daily .
• Act as a secondary Bank Agent for Oxfam.

Petty Cash Management:
• To ensure that a complete and accurate record of all petty cash transactions is maintained at all times; that expenditure of petty cash is fully monitored; and that requests for replenishment are made in a timely manner, when required.
• Ensure all petty cash vouchers raised are appropriately approved and filed in a safe place for 7 years.
• Ensure any cash received is banked within 48 hours.
• Conducts monthly petty cash reconciliations with support from the Finance Assistant.

Recharging of shared costs
• Responsible for ensuring that shared costs are captured accurately and recharged to the relevant business unit, on a monthly basis.
• Assist the Finance Operations Manager in designing and implementing a comprehensive recharge system.

Management of Advances, Assets Register, Floats & Loans:
• To ensure that all recoveries in respect of advances, floats, loans, private phone, taxi etc. owed by staff members are appropriately deducted from the salaries on specified dates, as approved.
• Ensure the Assets registers agree with People Soft/Dynamics 365 and physical assets and in line with organizations policy.

Payroll Management
• Maintain payroll information by collecting data from HR team, calculating and capturing data in Fast Pay system.
• Timely processing of Nairobi monthly payroll ensuring that taxes and other deductions are made accurately.
• Ensure payroll deductions (PAYE, NSSF, NHIF, Amref, HELB, Pension companies, HOSP, AOSA ) are remitted on a timely basis and all reporting requirements are met.
• Protect payroll operations by keeping all information confidential.
• Timely resolution of payroll discrepancies and queries from staff and from regulators.
• Provide payroll information when required and address any payroll related complaints that may arise from any authorized person.
• Timely issuance of P9 to all staff at the end of the calendar year
• Point of contact at Kenya Revenue Authority (KRA) on all Pay as you Earn (PAYE).
• Ensure that Oxfam is compliant to all laws that relate to payroll processing.
• Prepare and submit monthly reports/returns to Amref and Pension schemes.
• Liaise with service providers to reflect software improvements and ensure that the process is aligned with the latest organizational requirements.
• Financial Controls and Risk Management

• Support with the implementation of policies, operational controls and procedures to ensure efficient and accurate services.
• Act as final check to arrest any exposure and manage financial and fraud risk within the organization that may impact on the business units. This includes clear understanding of HR, Logistics and Finance Policies to ensure that the payment processing, coding and accounting is correctly done according to policy.

Audit and Compliance
• Facilitates the external and internal audit by ensuring that documents are availed during audits.
• Implement the finance related audit recommendations from various audits and maintain a tracker of all audit queries.
• Support internal and external audit process.
• Submission of KRA annual company returns.
• Ensures all statutory deductions are made and remitted on time including WHT etc.
• Ensures that records with KRA and are well documented and filled, ITAX is well utilized and risks is assessed, and any measures taken to maintain zero risk with the regulatory bodies.
• Maintain all KRA Oxfam’s I-Tax Ledgers.

Customer service
• To ensure an efficient service delivery and regular feedback and communication is given as necessary on progress, where there are challenges or information is necessary.

AOSA Account Management
• Overall oversight of the Account.
• Monitor payments made/receipts through this account.
• Provide AOSA committee with financial report as and when it is required.

Experience, knowledge & competencies
Essential
• Self-Awareness
• Systems Thinking
• Mutual accountability

In addition:
• Appropriate accounting qualification supported by membership of a relevant professional body (e.g., Chartered or Certified Accounting body)
• Experience in Financial Accounting and Financial Operations – including demonstrable, solutions-focused customer service skills.
• Knowledge of Kenya’s Statutory, applicable laws/ taxation, regulation, payroll management, and prevalent practices in International NGO sector.
• Significant experience with an ERP finance system, preferably Dynamics 365 and Peoplesoft
• High levels of computer literacy with advanced proficiency in MS Excel
• A high level of self-motivation and ability to work with limited supervision and deliver outcomes in a timely way.
• Able to work on own initiative, under pressure and to meet deadlines
• Good communication and interpersonal skills
• Shows evidence of high level of planning skills and working understanding of project cycle.
• Proven analytical, organizational and problem-solving skills.
• Excellent written and verbal communication skills in English- – including excellent attention to detail to enable the delivery of accurate outcomes.

Desirable
• Flexibility to work non-standard hours may be required to engage with and support stakeholders across multiple time zones.
• Experience working in a culturally and linguistically diverse environment.
• Experience with a business intelligence tool

Education Requirement: No Requirements

Job Experience: No Requirements

Work Hours: 8

Job application procedure

• Interested and qualified? https://www.myjobmag.co.ke/apply-now/397863 


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