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, 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 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.
How
To Apply