Assistant Finance Officer at Lutheran World Federation

Job Purpose:

The Assistant Finance Officer (AFO) - Nairobi will support the Finance Officer in managing payments, balance sheet accounts, and other financial processes for the LWF Kenya-Somalia Program. The role involves ensuring accurate and timely processing of transactions, assisting in balance sheet reconciliation, supporting the implementation of financial controls, and managing the archiving of finance-related documents. The AFO will contribute to the smooth operation of financial processes in Nairobi by assisting in cash flow monitoring, risk management, and financial reporting.

Key Responsibilities:

Payments Processing:

• Assist in the verification and processing of payment requests, ensuring all transactions are properly authorized, coded, and recorded in compliance with organizational policies.
• Prepare payment vouchers and ensure that all supporting documentation is complete and accurate.
• Liaise with suppliers and staff to resolve any payment-related issues and ensure timely disbursement of funds.
• Maintain and update payment records in the SAGE Accounting software, ensuring accurate and up-to-date records.

Balance Sheet Reconciliation:

• Assist the Finance Officer in the monthly reconciliation of balance sheet accounts, including payables, accruals, and prepayments.
• Identify and investigate discrepancies in balance sheet accounts, working with the Finance Officer to resolve issues promptly.
• Ensure that all balance sheet accounts are supported by appropriate documentation and are accurately reflected in the financial statements.

Sub-Ledger Management:

• Support the implementation and management of Sub-ledger modules in the SAGE Accounting software.
• Ensure that all transactions are accurately recorded in the Sub-ledger, and assist in the regular reconciliation of Sub-ledger accounts with the General Ledger.
• Provide support to other Finance Assistants and relevant staff on the use of Sub-ledger modules.

Cash Flow Monitoring:

• Assist in monitoring cash flow to ensure that adequate funds are available for operations.
• Help prepare cash flow forecasts in coordination with the Finance Officer and project managers.
• Support the Finance Officer in managing relationships with banks and ensuring efficient cash management.

Risk Management:

• Assist in identifying and assessing financial risks related to payments and balance sheet management.
• Support the development and implementation of risk mitigation strategies in collaboration with the Finance Officer.
• Monitor exchange rate fluctuations and assist in managing forex risks as directed by the Finance Officer.

Internal Controls and Compliance:

• Support the Finance Officer in maintaining strong internal controls to safeguard the organization’s assets.
• Ensure compliance with LWF’s financial policies, donor regulations, and relevant laws and regulations in all financial transactions.
• Assist in the preparation of internal and external audits by providing necessary documentation and support.

Archive Management of Finance Documents:

• Assist in managing the archiving of all finance-related documents, ensuring that records are organized, secure, and easily retrievable.
• Ensure that all financial documents, including contracts, invoices, receipts, and reports, are accurately filed and maintained in compliance with organizational and donor requirements.
• Implement and maintain an efficient archiving system that supports both physical and digital records, ensuring that documents are preserved according to retention policies.
• Regularly audit the archive to ensure that all documents are up to date and accessible to authorized personnel.

Financial Reporting and Analysis:

• Assist in the preparation of monthly, quarterly, and annual financial reports related to payments and balance sheet accounts.
• Conduct preliminary analysis of financial data to identify trends and anomalies, reporting findings to the Finance Officer.
• Help prepare financial statements and management reports for internal and external stakeholders.

Team Collaboration and Support:

• Work closely with the Finance Officer and other Finance Assistants to ensure the smooth operation of finance functions in Nairobi.
• Provide support to Finance Assistants in processing transactions and maintaining accurate financial records.
• Collaborate with Finance Officers and AFOs in other locations to ensure consistency and accuracy in financial reporting across all LWF Kenya-Somalia offices.

Qualifications and Experience:

• Education: Bachelor’s degree in Finance, Accounting, or a related field. A professional qualification or partial qualification (e.g., CPA, ACCA) is an advantage.
• Minimum of 3 years of experience in finance and accounting, with a focus on payments processing, balance sheet reconciliation, and document management. Experience in an NGO or international development organization is desirable.

Technical Skills:

• Proficiency in SAGE Accounting software or similar financial management systems.
• Strong Excel skills and experience with financial data analysis.
• Knowledge of basic financial reporting, reconciliation processes, and document archiving.
• Analytical Skills: Ability to analyze financial data and identify discrepancies or issues.
• Communication: Good written and verbal communication skills, with the ability to work effectively with non-financial stakeholders.
• Teamwork: Demonstrated ability to work collaboratively in a team environment, supporting colleagues and contributing to a positive work atmosphere.
• Attention to Detail: High level of accuracy and attention to detail, particularly in financial record-keeping, reporting, and document management.

Soft Skills:

• Adaptability: Ability to work in a dynamic environment and adapt to changing priorities.
• Cultural Sensitivity: Understanding of and respect for diverse cultural contexts in humanitarian work.
• Stress Management: Ability to maintain composure and effectiveness under pressure, especially during peak financial periods.

Professional Development:

• Commitment to continuous professional development in finance and accounting.
• Willingness to pursue relevant certifications or advanced training in financial management and document archiving.

Physical and Mental Requirements:

• Ability to work extended hours during peak financial periods (e.g., month-end, year-end closings).
• Mental stamina to handle routine financial tasks and occasional high-pressure situations.

Language Requirements:

• Fluency in English (written and spoken) is essential.
• Knowledge of Swahili or Somali would be an advantage.

Security Considerations:

• Willingness to adhere to security protocols and guidelines, especially during field visits or in challenging environments.
• Ability to quickly adapt to and follow security measures in place for the Nairobi office and field locations.