The purpose of this role is to provide financial and administrative support, advice and oversight to the Africa Regional Office of Marie Stopes International to ensure that the financial management of the office is in line with MSI’s global policies and standards. Job Title: Location: Reporting to: Probationary Period: Accountant Africa Regional Office in Nairobi Deputy Regional Director 3 months Summary of Areas of Responsibility 1. Treasury: Manage the office treasury, bank accounts and petty cash. 2. Accounting: Day to day financial returns and accountability 3. Monthly Management Reporting: Generating monthly financial reports per cost centres clearly giving highlight on the progress vs the budget. 4. Budgeting: Working with the Regional Finance Advisor and other key staff in developing accurate and realistic annual budgets to assist in managing technical assistance across Africa 5. Balance sheet reconciliation: Ensure that the monthly tracker is reconciled, making follow up with RFA and others staff to ensure its accuracy. 6. Accounting and oversight over office inventory 7. General Administrative duties Key Responsibilities Measure Treasury, Accounting and MRP Reviews expense returns from Regional Advisors, verifies and forwards them to the Deputy Regional Director for approval. Processing of payments for the regional office staff. The incumbent shall ensure that there is a schedule for monitoring periodical and contracted payments such as leases, telephone etc Confirm that all income and expenditure including payables and receivables for the period under review have been duly posted. Ensure that there is a clear system in place for tracking of expenses for taxis, telephone etc. All personal expenses should be posted to individual staff accounts. He/She should ensure recoverability of such personal expenses as per MSI Financial policy. Ensure the integrity of data posted by validating income, expenditure and balance sheet postings for the month Verify that balance sheet accounts have been fully reconciled and necessary adjusting entries and recharges (where necessary) posted. Posting into sun all ARO transactions on a timely manner.. Generate monthly Management Reports (MRP) in draft form by the 3th of each month, with a final version including narrative ready by the 5th of each month. Work with the finance team members and budget holders in producing an analytical narrative report on the MRP, explaining variances and trending data where appropriate. Proactively obtain feedback on the accuracy or otherwise of postings for the month under review and ensure that agreed corrections are made before the next MRP is produced. Filing: Ensure a system of filing is in place. These should include online scanning and filing of financial documents. Budget and budget monitoring Under the leadership of the DRD and RFA, the incumbent shall generate and monitor ARO budgets. The budget vs variance report should be produced on a monthly basis not later than the 5th. Expenditure reports should be done per cost centres. Ensure that budgets have adequate provisions to support movement of the Regional Advisors and other essential office activities. Upload approved budgets on SUN before the start of the new financial year and communicate approved budgets and revised chart of accounts where appropriate to all budget holders. Intercompany Accounts and other BS Accounts On a monthly basis, the Accountant should provide a balance sheet reconciliation report and update the tracker for submission to the DRD. Post all the transaction paid by UK on behalf of ARO and provide all documentation for the cost charged to MSI UK and other MSI country programmes. The accountant shall reconcile on a monthly basis all intercompany transactions, and make a follow up with London and other CPS for immediate actions. He should review and consolidate all balance sheet reports, analysing the balance sheet and making oversight comments on grey areas needing management attention. General Administrative Duties Consolidate monthly office forecast Follow up with procurement with MSK, institute faster process of the same. Monitor driver’s movement, vehicle repairs and ensure that these are processed within acceptable timelines Supervises the Driver and ensure that daily travel schedules are recorded Telecommunications: Follow up on all issues related to internet and telephone bills Knowledge, skills and attitudes Qualifications: • Bachelor’s Degree in finance, Business Administration, Accounting or related fields from a recognised institution of higher learning • Partly or Professional Accountancy qualification e.g. CPA, ACCA, CIMA, CFA • The Candidate should have experience working with SUN system. Experience: • Minimum 1 year work experience especially in private sector or NGO • Fresh University Graduate with keen eye to learn and take direction will be given opportunity. Students who have finished internship programme will also be considered Skills: • Possess excellent IT skills • Knowledge of SUN accounting system is an advantage. • Good organisational skills • Ability to influence and communicate effectively. • Ability to work with minimum supervision. • Ability to manage a substantive area of work • Ability to work across functions in a collaborative and effective manner Attitude / Motivation: Successful performance at MSI is not simply defined in terms of ‘what’ people achieve, but equally is about ‘how’ people go about their jobs and the impact that they have on others. There are 13 key behaviours that MSI encourages in all employees and they are defined below: • Initiative Thinking ahead and taking action to make the most of opportunities by finding the optimum solution • Innovative Thinking creatively and outside of the box so that ideas generated create a positive outcome • Effective Communication Communicating through active listening and good questioning techniques, using appropriate body language, ensuring information is clear and concise. • Responsive Being responsive to changing priorities and demands • Working Efficiently Planning, prioritising and organising work to ensure work is accurate and deadlines are met • Sharing Information Sharing information and knowledge whilst maintaining confidentiality • Focus on Learning Taking responsibility for keeping knowledge and skills updated and for seeking opportunities to develop further • Commitment Awareness and understanding of goals, vision and values and how your role impacts on this and going the extra mile to meet role requirements • Driven Drive and determination to deliver results • Accountable Taking responsibility for appropriate decisions that you make, and the actions and behaviour you demonstrate • Embracing Change Openness to embracing change within the organisation and being able to adjust plans/activities accordingly • Motivated Motivation towards achieving quality results to maximise potential • Team Player Working as part of a team by being supportive, flexible and showing respect for each other
Posted on: Wed, 09 Jul 2014 16:55:27 +0000