Finance Assistant

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

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.

Education

• 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

• Applicants are required to upload a Letter of Motivation + Curriculum Vitae (in English) in PDF format as one combined document.
• The closing date for applications is on 10th July 2024.

The protection of your personal data is important to MSF. By submitting your application, you consent to MSF using your personal data only for the recruitment process to have all the information and documents necessary to proceed with the recruitment, validation of your application and selection of the most suitable candidate. Your personal data will be treated confidentially. MSF will not use your personal data in any other way not foreseen for purposes of recruitment.

MSF is an equal-opportunity employer and does not charge any application/ recruitment fee. Women and persons with disability are encouraged to apply.