Finance Assistant -Nairobi (Maternity Cover) at Mercy Corps

General Position Summary

Working in the Finance Department under the direction of the Finance Coordinator, the Finance Assistant will assist in the processing and recording of payment transactions in timely and accurate manner. 

Essential Job Responsibilities

Responsibilities

Financial management

• Prepare bank payment vouchers and ensure that all bank transactions are fully and properly captured in the Finance System.
• Support Finance Officer to check-signers or bank authorizers for review and signature.
• Responsible for recording payment vouchers daily in the bank sub journals assigned.
• Responsible for preparing cheques or wire transfer requests based on fully approved documents and present to approved.
• Counter check expense reports (travel expense reports and operational expense reports) for accuracy and completeness and ensure that expense reports have been fully approved before payment.
• Responsible for gathering transaction documents required for donor reporting.
• Assist with audit related requirements (timely documents retrieval, filing after audit completion, proving additional assistance as necessary)
• Assist with scanning, copying, printing, and uploading of financial documents on relevant folders.
• Support Finance Officer and Finance Coordinator with monthly/Quarterly balance sheet reconciliations
• Support Finance Officer in preparation of Month Amortizations as may be assigned.
• Support Finance Officer with Monthly bank reconciliations for the field offices.
• Any other duty as may be assigned.

Safeguarding

• Actively learns about safeguarding and integrates it into their work, including safeguarding risks and mitigations related to their area of work
• Practices the values of Mercy Corps including respecting the dignity and well-being of participants and fellow team members
• Encourages openness and communication in their team; encourages team members to submit reports if they have any concerns using reporting mechanisms e.g., Integrity Hotline and other options

Filing & Archiving

• Responsible for filing all bank vouchers and maintain voucher filing system such that files are updated, complete and safeguarded. Ensure all finance documents are properly labelled, filed and stored in a clear and easily accessible manner following Field Finance Manual
• Responsible for review of vatable invoices for VAT claim to sent to Nairobi from the field offices on weekly basis
• Ensure quality control of financial documents for completeness and proper referencing before archiving.

Tax

• Support Finance Officer with processing of withholding VAT and withholding tax as per KRA regulations on weekly basis.

Security

• Ensure compliance with security procedures and policies as determined by country leadership.
• Proactively ensure that team members operate in a secure environment and are aware of policies.

Organizational Learning 

• As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve, we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.

Accountability to Beneficiaries

• Mercy Corps team members are expected to support all efforts toward accountability, specifically
• to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.
• Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC's policies, procedures, and values at all times and in all in-country venues.

Supervisory Responsibility

• None.

Accountability

• Reports Directly To: Finance Coordinator-Nairobi
• Works Directly With: Country Finance Team, Program teams and Regional Teams

Knowledge and Experience

• A degree in accounting or a relevant business field.
• Minimum CPA II or other relevant accounting qualification.
• At least one year experience in accounting, bookkeeping or cashiering, including experience with double-entry accounting preferably in an international NGO.
• Familiarity with major international donor rules and non-profit accounting.
• Familiarity with computerized, double-entry accounting software.
• Strong computer skills in MS Office programs, particularly Excel
• Accuracy in the processing of cash transactions, mathematical aptitude and attention to detail.
• Excellent oral and written English skills.