KE-Senior Finance Officer (N)

Position Title:                                            Senior Finance Officer

Reports To:                                                  Finance Manager

Supervises:                                                  Finance Officer

Division:                                                        Church World Service                  

Department:                                              Administration and Operations

Team:                                                               Nairobi

Job Location:                                               Nairobi, Kenya

Grade Level:                                               Grade 6, Senior Officer, National

Introduction:

Church World Service (CWS) is a not-for-profit, faith-based organization transforming communities around the globe through just and sustainable solutions to hunger, poverty, displacement and disaster. CWS does not discriminate based on race, color, religion, sex, national origin, gender identity, genetic information, age, disability or veteran status in employment or in the provision of services.

This position is responsible for the daily expenditure, management, and maintenance of the CWS Africa financial records, in accordance CWS Africa policies and procedures. The position works closely with other finance staff, Human Resources staff, General Services staff and other staff in the Administration and Operations Departments.

Key relationships

Internal to CWS

• Regional Finance Director
• Finance Manager
• Senior Finance Specialist-GL and Systems
• Senior Finance Officer-Payroll
• Team members in Finance and departments

External

• Vendors
• External Auditors
• Banks

Working Environment

• Office environment.
• Periodic travel to the field as may be required.

Compliance 35%

• Follow sound accounting procedures and practices in conformity with payment documents SOPs, GAAP, IFRS and OMB circulars to ensure accuracy and transparency on the use of US Government’s funds.
• Ensure external audit planning and execution is done on time and work on response of audit observation and findings (Management letter).

Administration & Data Management 50%

• Work cohesively with the wider finance team to make sure payment processes and policies are followed accurately.
• Responsible for paying all suppliers, Interpreters and Child minders within the agreed KPI
• Review and monitor the accounts schedule aging report and follow up on outstanding items.
• Keep track of all company credit card spending and make payments on credit accounts.
• Analyze all accounts on a monthly, quarterly, and annual basis to ensure payment accuracy.
• Responsible for the accurate recording and posting of supplier invoices into the ERP system
• Reconcile the accounts ledger and VAT ledger to ensure that all bills and payments are accounted for and properly posted.
• Ensure accurate matching of purchase orders, goods received notes and the invoice.
• Correspond with vendors regarding billing and payments and maintain positive relationships with vendors.
• Keep track on all prepayments and follow up for invoices thereafter.
• Ensure all payments are appropriately supported with adequate documentation, that the relevant approvals are obtained from the budget holders and are in accordance with the Segregation of Duties matrix.
• Work collaboratively with various departments to perform accounting audits.
• Assist in the retrieval of documents for both internal and external audits, enters and maintains all payment transactions into ERP in a timely and accurate manner.
• Inform staff of the bank’s remittance advice and providing response to any queries that may arise.
• Assist with the preparation and filing of Withholding tax, withholding VAT filing and follow up with procurement VAT point of contact for VAT withholding certificates.
• Archiving: all finance documents should be filed in sequence based on document numbers digitally and in Microsoft 365 SharePoint for easier future retrieval
• Supervise and coach Finance Officer.
• Coordinate disbursements and replenish the Shilling and Dollar petty cash funds.
• Cashflow forecasting coordination with procurement and program

Representation/Engagement 10%

• Builds and maintains positive relationships with all members of staff, and partners both within and outside CWS Africa
• Offer general support to other country offices.

Additional Responsibilities 5%

• Undertake all duties as may be assigned by supervisor to improve internal controls and financial operations for the overall achievement of CWS Africa’s goals and objectives.

Experience:

• Minimum of 5 years progressive finance and accounting experience, including at least 3 years within an INGO or donor-funded environment required.
• Experience in the non-governmental sector preferred.

Knowledge/ Skills: 

• Knowledge of Excel spreadsheets and Dynamic 365 Business Central or similar accounting software required.
• Knowledge of fund and accrual accounting principles is required.
• Demonstrated excellent computer skills for Microsoft Word, Excel, PowerPoint and Outlook.
• Demonstrated strong organizational and time management skills.
• Strong written and verbal English skills.

Education: 

• Bachelor’s degree in accounting, Finance, Business Administration or related field is required.
• CPA(K), ACCA, CIMA or equivalent professional accounting qualification required
• Advanced MS skills to include (advanced Excel).

Abilities 

• Manage large and diverse workload under pressure with competing priorities.
• Maintain the integrity of official records.
• Analyze and solve complex problems and make sound decisions.
• Work with minimal supervision.
• Maintain a high-performance standard with attention to detail.
• Work independently and contribute to overall operations of CWS Africa.
• Actively participate in the implementation of the CWS projects
• Communicate effectively - verbal and in written.

Important Requirements:

• Strong English communication skills, both written and oral.
• Ability to work in a multi-cultural environment required.
• Commitment to diversity, equity, and inclusion and willingness to support CWS Platform on Racial Justice as a CWS employee required.
• Remain alert and responsive to any child safeguarding and PSEAH (Prevention of Sexual, Exploitation, Abuse and Harassment) risks, acquire relevant knowledge and skills which will enable you to promote strong safeguarding PSEAH practices, understand the child safeguarding and PSEAH Policies and procedures, and conduct yourself in a manner consistent with the Child Safeguarding and PSEAH Policies

• This position is based in Nairobi, Kenya
• This position requires use of laptops at all time, competence in Microsoft office packages is required.
• Background check which includes references and an educational and criminal check is required before the start of employment
• This position is Full Time
• All employees should be prepared to work from the CWS office