Accountant Job Description

Objective: To ensure timely processing of supplier invoices for payment in accordance with CIFOR_ICRAF policies and procedures, as well as prompt reconciliation of balance sheet accounts. The incumbent will also be responsible for clearing prepayments as soon as supporting documents are received.

Responsibilities

Supplier Accounts Management and Payments

1. Review all invoices and associated documents before recording them to ensure that all required supporting documents are properly attached, approved, and compliant with CIFOR_ICRAF policies and procedures.
2. Review and post all prepayments to the appropriate supplier accounts.
3. Monthly liquidation of all HQ prepayments.
4. Scrutinize utility bills, ensuring proper attachment of supporting documents and timely approval in accordance with CIFOR_ICRAF policies and processes.
5. Ensure VAT reversals are processed for suppliers with valid VAT exemption certificates.

Corporate Cards Management:

1. Distribute monthly credit card statements to staff and record expenses in their personal accounts.
2. Process monthly payments and upload AMEX files to the AMEX platform.
3. Prepare credit card applications for eligible new staff.
4. Handle card issuance for eligible new employees and cancellations for departing employees, addressing any staff queries.

Assist with Consultancy and Partners Advance Journalizing and Payments:

1. Review and record payments to consultants and partners, ensuring all supporting documents are attached, approved, and compliant with policies and procedures.
2. Generate payment runs to process payable amounts as per agreements with consultants.
3. Collaborate with procurement and program staff to ensure monthly clearance of commitments.
4. Follow up to ensure invoices for prepaid orders are promptly received and expensed to the correct charge codes.
5. Generate payment runs for supplier payments as per agreed terms and due dates, ensuring timely payments.
6. Assist with chargeback journalization.

Monthly Review and Posting of Chargebacks:

1. Assist with the monthly review and posting of ICT (Leasing and Service) chargebacks to the correct charge codes for ICRAF Nairobi, supported country offices, and hosted institutions.
2. Assist with the monthly review and posting of facility (office space) chargebacks to the correct charge codes for ICRAF Nairobi and hosted institutions.
3. Support reconciliation of Operations and ICT incomes against the budget.
4. Perform monthly balance sheet reconciliations for main suppliers, sundry suppliers, deposits, prepayments, and operations accrual accounts.
5. Ensure compliance with CIFOR_ICRAF policies and procedures in handling operations accruals and conduct monthly reviews to validate accruals in the account.

Audit:

1. Timely preparation and submission of audit schedules.
2. Provide necessary audit documents and respond to audit queries promptly during both external and internal audits.

Internal Controls:

1. Ensure compliance with policies and safeguarding of CIFOR_ICRAF assets.
2. Identify and communicate internal control deficiencies to the supervisor in a timely manner.
3. Perform any other tasks assigned by the Supervisor and Finance Manager – Accounting.

Requirements:

• Bachelor’s degree in Finance/Accounting/Economics and CPA(K) qualification.
• Minimum of 3 years of relevant work experience in a finance department.
• Experience in handling payables and reconciliation of accounts.
• Familiarity with external audit procedures.

Education, Knowledge, and Experience:

• Bachelor’s degree in Finance/Accounting/Economics.
• CPA(K) qualification.
• Minimum of 3 years of relevant work experience in a finance department.
• Experience in handling payables and reconciliation of accounts.
• Familiarity with external audit processes.

Terms and Conditions:

• This is a locally recruited position, offering competitive remuneration in local currency based on skills and experience.
• The initial appointment will be for two (2) years, inclusive of a six-month probationary period, with the possibility of extension contingent upon performance, continued relevance of the position, and available resources.
• The duty station will be at CIFOR-ICRAF Offices in Nairobi, Kenya.