Openings at KEMRI Wellcome Trust Research Programme (KWTRP)

JOB PURPOSE: 

This role is responsible for maintaining Payables, staff Accounts, Grants management etc

KEY RESPONSIBILITIES

General Ledger Update

• Posting of Supplier Invoices, staff advances, journal entries, grant receipting.

Accounts payable

• Processing of Invoices/payments including Suppliers, Rent, staff accounts, taxi, utilities, mileage, photocopy etc
• Correct coding of Invoices to the right GL code and grants.
• Ensuring the payments have relevant supporting documents as per requirements before forwarding for approval.
• Preparing the payment journals for the GL and Bank to be updated
• Preparing Supplier reconciliations on monthly basis
• Maintaining the journal voucher listing
• Approving payments as and when required

Prepayments

• Managing the 3rd party payments and reconciliations to Subcontracted funders and reconciliation of the balances on monthly basis, this include KPA, ESSACIPAC e.t.c

Online Banking

• Preparing Payments of all Invoices that are due to Suppliers and Staff on time
• Preparing reconciliation for all Bank accounts and credit card on time
• Monitoring Bank balances and requesting for top ups when required.

Cash Management

• Overseeing the daily cash counts and ensuring amount tallies with Cash balances and reporting any deficits/shots
• Acting as Cashier cover when required

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

Grant reporting

• Monthly preparation of grant reports inline with donor requirements and Institutional policies
• Ensuring that reports are signed, email sent to PI’s and the same filed in respective files.
• Raising of Invoices to request funds from funders.

Store Management

• Posting of stock requisition sheets in the ledger
• Participating in stock takes when required.

Other Accounts and Administrative Duties

• Filing of documents and organising for archiving of files and documents
• Assisting on fixed assets, count, tagging, recording.
• 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:

• Bachelor’s degree in Bcom or related field from a recognised institution.
• CPA I or CPA II qualified accountant and registered with ICPAK.
• A Minimum of three-years’ experience in accounting
• Data entry and records maintenance skills
• Bookkeeping and accounting skills
• Previous experience in purchase to pay
• 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 

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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 

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JOB PURPOSE: 

To support the KEMRI-Wellcome Trust research Programme to develop and implement a policy engagement and research uptake strategy.

Policy Engagement:

• Work with programme scientists to map policy stakeholders relevant to the programme’s work, and develop a policy engagement strategy aimed at these stakeholders
• Lead the implementation of the programmes policy engagement strategy
• Work with identified stakeholders to map local and international policy engagement spaces (e.g. meetings, technical working groups, policy development processes) identify relevant engagement spaces, and facilitate programme’s engagement in these spaces
• Engage proactively with local, regional and international stakeholders, through dissemination of key results, organization of formal and informal exchanges, and ensuring needs and priorities as identified by policy makers feed into research processes
• Expand the programme’s policy links through the establishment of contact with relevant national and sub-national policymakers and regional/international networks.

Research Uptake:

• In consultation with the programme scientists, develop and implement plans for the synthesis, dissemination and uptake of research amongst key stakeholders, both nationally and internationally
• Support programme researchers in the development and implementation of research uptake plans for specific research projects
• Identify and pursue opportunities to promote programme research; facilitating and contributing to the use of research evidence by policy-makers, practitioners and other stakeholders
• Develop and disseminate user friendly/lay research uptake materials - Policy briefs, Research briefs, infographics, podcasts, videocasts etc
• Develop research dissemination content for the programme’s website – news stories, research bulletins, etc.

QUALIFICATIONS:

• A first degree in Public health, Health policy, Public relations, Public policy, Journalism, Communications or related field;
• A relevant Master’s degree (e.g. Public health, Health policy, Public policy, Science communication, Policing and Governance) will be an added advantage
• At least 3 years’ relevant experience preferably in a health research or health development institution and handling key roles in policy engagement, science communication, or research uptake.

COMPETENCIES:

• Experience in designing multimedia research dissemination outputs (e.g. Policy briefs, infographics, podcasts, short videos and other web-based materials)
• Excellent writing and communication skills in English
• Graphics and web design skills