Accounts Assistant 1 at KEMRI Wellcome Trust Research Programme (KWTRP)

JOB PURPOSE: 

This role is responsible for maintaining petty cash, fixed asset register and store management.

KEY RESPONSIBILITIES

Cash Management

• Initiate and make petty cash payments and ensure all payments are approved before disbursement of cash.
• Organise cash collection from the bank as required and order foreign currency from the bank in good time so that Programme activities are not disrupted
• Manage petty cash, carry out daily reconciliations and generate daily reports for review and approval by the Assistant Accountant, update FMS cash books as necessary.
• Report overs or under daily following daily reconciliations and checks.
• Requisition petty cash and cheque books as needed and replenish the petty cash floats for various floats used by the Cash Office.
• Ensure that all monies for banking are balanced and ready for encashment when required and that they are posted in FMS with relevant coding; all other monies must be always locked in the safe.
• Organise Cash requests for travel and fieldwork when required
• Maintaining the cheque register

Store Management

• Custodian of Nairobi stores
• Ensure that timely issue of store items to various user departments of the organization, based on duly approved internal requisition documents
• Ensure accuracy and no variances are reported during stock checks  

Fixed Asset Management

• Maintain, update and keep custody of fixed asset register for the Nairobi Unit
• Keep Custody of the asset transfer forms and disposal forms
• Update the Asset register with additions and disposal.
• Send email on assets lists to be insured.
• Ensuring all new assets are tagged as received.
• Liaising with Kilifi Fixed Asset accountant and ensure the register is aligned.

Staff Accounts

• Ensure that any staff advances are signed at the time of receipt and posted in respective staff accounts
• Carry out staff account reconciliations for Nairobi office and clearance of balances by initiating payments or sending reminders where applicable.
• To process and close Staff Travel Requisitions and travel claims in FMS

Procurement

• Provide support in procurement and sits in as cover for procurement assistant
• Liaising with procurement assistant on reorder levels and ordering store items.

Accounts payable

• Provide support in processing of Invoices/payments including staff accounts, taxi, utilities, mileage, photocopy etc
• Assists in Supplier reconciliations when required.
• Sits in as cover for Assistant Accountant when required.
• Maintaining the journal voucher listing

Other Accounts and Administrative Duties

• Filing of documents and organising for archiving of files and documents    
• Saving all necessary documents online in shared folders sequential as required
• Retrieval of documents for Audit purposes when required
• Maintaining the finance delivery book.
• And any other duties that may be assigned from time to time.

QUALIFICATIONS:

• CPA II or ACCA II
• At least Three years accounting experience
• Data entry and records maintenance skills
• Bookkeeping and accounting skills
• Ability to use accounting packages and MS Excel

COMPETENCIES:

• Demonstrate high levels of integrity and confidentiality 
• Excellent interpersonal, verbal and written communication skills 
• Strong Organizational, planning and administrative skills 
• Strong attention to detail and ability to work with minimal supervision 
• Teamwork with the ability to work diverse teams