The Finance Assistants will work under the direction of the Finance and Grants Officer Lodwar and Maralal, and are responsible for the processing and recording of payment transactions in timely and accurate manner to support the program team activities. The Finance Assistants are expected to work collaboratively with program and operations departments, be a custodian of all financial resources and report on any concerns regarding financial irregularities.
Essential Job Responsibilities
FINANCIAL MANAGEMENT
- Prepare cash payment vouchers and ensure that all cash transactions are fully and properly documented.
- Supports transaction entry with the assigned batch
- Responsible for gathering transaction documents required for donor reporting
- Responsible for compiling monthly intercompany vouchers and assist with preparations of documents for month end package
- Maintain the uncleared cash advance file and prepare past due advance report for the Senior Finance and Grants officer
- 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
- Assist Finance Officer with field cash reimbursements.
- Perform daily, weekly and monthly cash counts together with Finance and Grants Officer
- 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
- Ensure quality control of financial documents for completeness and proper referencing before archiving
- Responsible for cash and bank vouchers filing, statutory audit reports and other financial documents filing and maintenance of filing system (Hard copy and electronic) according to MC Procedures; manage finance archives and ensure monthly update of the Finance archiving index
- Any other duty as may be assigned
GRANTS MANAGEMENT
- Assist with follow up on subaward compliance issues and audits and document resolutions.
- Ensure proper organization of subaward files
- Assist in sub award site audits and prepare site visit reports.
- Support Senior Finance and Grants Officer and Finance Officer with review of Subaward documents on monthly basis.
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, specifically
to 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 and Grants Officer Lodwar and Maralal Offices
Works Directly With: Field Director, Country Finance/Grants Teams, Program Teams, Implementing Partners.
Knowledge and Experience
- 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.
