Mercy Corps Hiring Finance Assistant-2( Garissa & Mombasa) 

Description

About Mercy Corps

Mercy Corps is a leading global organization powered by the belief that a better world is possible. In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions into action — helping people triumph over adversity and build stronger communities from within. Now, and for the future.

Program / Department Summary

The Mercy Corps Finance Department is responsible for all financial functions in Nairobi, including accounting, payments and banking, payroll, budgeting, financial reporting, and grant financial management and compliance.  The Mercy Corps Finance Department ensures compliance with donor regulations as well as Mercy Corps’ internal policies and procedures.  In its role as a support to the Program Department, the Finance Department provides timely reports and assistance to the Country Director and the Program team to ensure that financial resources are used efficiently and effectively.

General Position Summary

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

Essential Job Responsibilities

Financial management

• Responsible for maintaining custody of the office cash fund and make daily payments of approved transactions.
• Prepare cash payment vouchers and ensure that all cash transactions are fully and properly documented in relation to batch assigned in the Finance System.
• Perform daily cash count with the Finance Officer, Snr Finance Officer or other person assigned.
• Record payment vouchers daily in the cash sub-journal for the batch assigned.
• Maintain the uncleared cash advance file and prepare past due advance report for the Finance officer or Snr Finance Officer on monthly basis.
• Support Finance Officer or Snr Finance Officer to check-signers or bank authorizers for review and signature.
• Support Finance officer/Snr Finance Officer to record payment vouchers daily in the bank and cash sub journal assigned.
• Support Finance Officer/Snr Finance Officer to prepare 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 including monthly payments and vouchers for posting by the main office.
• 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 cash and 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
• Submission of all original vatable invoices to Nairobi for VAT claim on timely basis for VAT claim on weekly basis
• Ensure quality control of financial documents for completeness and proper referencing before archiving.
• Assist with Sub-grant management and organizing sub-grant files.

Tax

• Support Finance Officer/Snr Finance Officer with processing of withholding VAT and withholding tax as per KRA regulations including scanning copies to the main office 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, specificallyto 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 Officer (Garissa) and Senior Finance Officers(Mombasa)

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.

Success Factors

A successful Finance Assistant will be a strong team player, with good communication and interpersonal skills. They will have knowledge on the application of best practices in basic financial management and knowledge of financial management software. They will be flexible, thorough have the ability to pay attention to details, proactively solve problems, follow procedures, meet deadlines, and work independently and cooperatively with team members.

Living Conditions / Environmental Conditions

The positions are based in the following locations: Garissa and Mombasa. Housing for this role is in individual housing and staff will have access to good medical services and the living situation is of a high standard.

Ongoing Learning

In support of our belief that learning organizations are more effective, efficient, and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development

Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.

We recognize that diversity and inclusion is a journey, and we are committed to learning, listening, and evolving to become more diverse, equitable, and inclusive than we are today.

Equal Employment Opportunity

Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have a sustained global impact.

We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination based on race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.

Safeguarding & Ethics

Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC and have signed on to the  Interagency Misconduct Disclosure Scheme. By applying for this role an applicant confirms that they have not previously violated an employer’s sexual misconduct, sexual exploitation and abuse, child safeguarding or trafficking policy. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct e-learning courses upon hire and on an annual basis.

As an applicant, if you witness or experience any form of sexual misconduct during the recruitment process, please report this to Mercy Corps Integrity Hotline ([email protected]).

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