Key responsibilities include:
1. General project Accounting Duties.
• Assist the Accountant in collating the required information (such as the project plan, billing schedule and resourcing) to prepare projects commencement.
• Maintain project-related records, including contracts and purchase orders, payments etc.
• Create and post project accounts in the accounting system or as directed.
• Assist in preparation of project contracts, bidding documents etc.
• Review and recommend for approval supplier and contractor invoices related to any project.
• Conduct high quality analysis, interpret project variances, and submit variance reports to the Accountant with respect to budget / forecast and actual project costs.
• Undertake financial and accounting activities for projects including journals, forecasting, budgeting, and reporting.
• Contribute significantly to the sound financial management of projects by working as an active partner to project managers.
• Maintain positive and productive relationships with key stakeholders particularly project managers and schedulers.
• Maintain the project costing system including project set-up; ensuring all processes are up to date, implement new control procedures to manage cost allocation and cost reporting as necessary.
• Prepare cheque and on-line payments for review by the Accountant with correct supporting documentation.
• Manage projects Petty cash.
• Prepare and promptly ensure settlement of statutory and other payroll deductions i.e. PAYE, NSSF, NHIF, Withholding tax, HELB, related to staff in the projects if any.
• Prepare monthly accounts for review by the Finance Manager ensuring accuracy of the data.
• Ensuring proper book of accounts are kept and maintain a sound archiving (filing and retrieval) system.
• Prepare various supporting schedules to the financial statements to facilitate annual reporting and assisting in the fieldwork process.
• Prepare year end accruals and monthly reconciliation of the accruals and make journals where necessary.
• Prepare payroll for the project and conduct monthly reconciliation of the payroll control code.
• Any other reasonable duty assigned by management.
2. Project Cost controls.
• Ensure effective internal controls, timely response to queries, and appropriate coordination with the Accountant.
• Undertake banking transactions, including the management of petty cash and bank account reconciliation, and the preparation of monthly field expenses.
• Prepare funds transfer requests as required and submit for approval.
• Assist monitoring of consultant’s (Engineers) expenses against contracts; ensure invoices are processed in a timely manner.
• Monitor contractor payments, ensure accuracy and that records are kept for all transactions.
• Monitor project expenditure, manage cash flow to project accounts and advise Accountants of any issues.
3. Asset Management.
• Support procurement processes, ensuring all asset and material purchases comply with the procurement policy and within allowable expenditure.
4. Project Accounting Reports.
• Compile, analyze and interrogate cost data for use in developing future budgets, forecasts,proposals and quotations;
• Develop project margins, profitability, costing and pricing information /reporting as required;Assist in developing new methods to report financial and non-financial information for the business;
• Undertake any other duties that may be required by the line manager.
Ideal qualifications, knowledge and experience.
Bachelor’s degree in accounting, business, finance, economics or related.
• A qualified professional accountant (CPA 2), ACCA, or equivalent and membership with an internationally recognized professional accounting institute).
• KCSE B and above.
• Sound knowledge and practical application of accounting standards and financial management practices.
• Demonstrated experience (2-3 years) in a business and financial operations of a medium commercial organization, with exposure to relevant management/project accounting practices.
• Be conversant with the principles of a project management life cycle and the financial implications throughout.
• Demonstrated ability to deliver accurate and timely financial information to support management decision making.
• Demonstrated ability to communicate financial information to people with a nonfinancial background.
• Sound communication skills, both verbal and written.
• Strong computer skills, including experience in the use of financial management systems (ERP).
• Must be honest, fair and just with self and others, and demonstrates integrity in work and business contacts.
• Demonstrated ability to operate on own, consult and clarify where necessary and make informed decisions.
• The holders must be a person who can work well in a team-oriented environment.