1. Job title: Accounts Assistant
2. Reporting to: Country Accountant
3. Location: Head Office Nairobi
4. Purpose: The Country Accounts Assistant is a member of the Finance Team responsible forperforming day to day finance and administrative tasks under the direction and guidance of the Country Accountant and supports other departments. The position has functional links with all staff, creditors and debtors
Fixed Asset Management
A member of the fixed assets verification exercise team
Responsible for ensuring that a correct fixed assets register is maintained (to be assigned to the assistant)
Post additions and disposal of assets into the register and general ledger
Confirm and assign correct codes to supplier invoices
Prepare payments to suppliers according to the due dates ensuring all reconciliations and relevant documents are attached
Produce aged creditors analysis by the 4th of the following month
Communicate to the vendors on reconciling items with specific requests to correct the anomaly
Monitor advance payments regularly to ensure receipt of goods and services
Monitor and report to the Country Accountant for unpaid supplier balances which are more than 3 months
Bank & Petty Cash
Writing checks and updating the bank account on daily basis
Prepare regular bank reconciliations and submit to Country Accountant by the 3rd of every month.
Distribute cash/cheques and ensure requests from staff for advances/ reimbursements are paid on time
Ensure proper filing of Finance and accounting records
Assist in monthly stock counts as and when called for
Maintain a record of all expense accounts and promptly file them in the general ledger file for review by the 4th of every month.
Ensure all expenses are accurately posted and provide a reconciliation of all general ledger accounts and control accounts
Manage relations with key suppliers & resolve all disputes
Advise the Country Accountant on the financial consequences of all proposed courses of action
Training and development & Performance
Attend relevant training as and when required and be aware of future developments regarding finance and accounting & the overall business
To participate in performance management reviews (Appraisal conducted by the Country Accountant)
Compliance with Regulatory Authority Requirements
Participate in the annual audit by providing required support documents and schedules
Budget and Cost Control
Review of cost and escalate variations to the Country Accountant
Advise the Country Accountant on major financial issues which are outside the agreed management authority (e.g. fundraising)
Monitor Financial Progress and Performance
Preparation of monthly bank reconciliations and submit to the Country Accountant for review and approvals
Adhere to the finance policies and procedures
Attend weekly and other regular meetings as required
6. Qualifications and Experience
Professional accounting certification, CPA(K)
1 years of experience in accounting position
Knowledge of finance, accounting, budgeting, and cost control principles
Knowledge of automated financial and accounting reporting systems.
Knowledge of government and tax regulations.
Ability to analyze financial data and prepare financial reports, statements, and projections.
Work requires professional written and verbal communication and interpersonal skills.
Willingness to work on a flexible schedule.
Ability to multi task
Trustworthy, high degree of integrity
Ability to work independently
Ability to work in a highly computerized environment
Ability to work under pressure and excellent organizational skills
Willingness and ability to work such hours as are necessary to accomplish job requirements
Excellent written, oral and interpersonal communication skills
Experience In accounts receivable, accounts payable, and general accounts