Accountant – Projects at Mission for Essential Drugs and Supplies (MEDS)

Accountant – Projects at Mission for Essential Drugs and Supplies (MEDS) – Essential Drugs and Supplies (MEDS) Kenya Job Details

About the Role

Essential Drugs and Supplies (MEDS) is recruiting an Accountant – Projects to manage financial operations and project-based accounting for a non-profit organization based in Nairobi. The role reports to the Finance Manager and requires someone with strong accounting fundamentals and experience working within US Government (USG) compliance frameworks. This is a full-time position where you will oversee project budgets, vendor payments, staff advances, and donor reporting to maintain financial accuracy across multiple initiatives.

The Accountant – Projects at Mission for Essential Drugs and Supplies (MEDS) will ensure that all financial transactions align with both organizational policy and strict USG regulations. You will work across several project teams, reconcile accounts, liaise with auditors, and maintain comprehensive financial records. This role is fundamental to the organization’s ability to account for donor funds and demonstrate fiscal responsibility.

Key Responsibilities

• Prepare and process DA1 forms daily, including typing, printing, and maintaining an up-to-date VAT log; communicate with vendors regarding approved DA1s and follow up on refunds and receipt transactions to keep the donor informed of processing status.
• Support project staff in aligning budgeted amounts with approved work plans to ensure that planned activities remain within financial limits and spending reflects organizational priorities.
• Process all payments with accuracy and timeliness by reviewing supporting documents, drafting payment vouchers and bank transfer instructions, preparing cheques for authorized signatures, and stamping documentation to maintain financial controls.
• Monitor staff travel advances by notifying relevant team members of outstanding liquidations and tracking repayments to ensure compliance with advance policies and timely financial resolution.
• Review receipts and vouchers to verify that all supporting documentation is complete, accurate, and properly filed to substantiate each expense.
• Evaluate the validity of expenses and receipts by assessing reasonableness, eligibility, and compliance with donor rules to confirm all spending meets organizational and regulatory standards.
• Reconcile vendor accounts by requesting statements of accounts, matching them against records, and resolving any long-outstanding invoices to keep vendor relationships current.
• Reconcile staff and debtor accounts by confirming that all advances have been properly expensed and any refunds have been recorded to ensure accurate financial records.
• Cooperate with internal and external auditors by providing required documentation and information to facilitate audit completion and maintain transparency.
• Maintain an organized, sequential filing system for all payment documents both in physical and digital formats on shared drives to enable easy access for daily operations and audit purposes.
• Report monthly stock holdings of Dawa Za Ubora commodities to the insurance company to meet reporting obligations.
• Participate in the review of staff timesheets and allocate costs to relevant program areas to ensure accurate cost tracking and program-level financial reporting.

Requirements & Qualifications

• Bachelor’s degree in Accounting, Finance, or a closely related field.
• Certification at CPA III, CPA Advanced Level, or an equivalent qualification.
• Minimum three years of practical experience in finance and accounting roles.
• Working knowledge of US Government rules, regulations, and compliance requirements for grant-funded projects.
• Prior experience working in non-profit or NGO environments (advantageous).
• Proficiency in spreadsheet and accounting software; ability to maintain detailed, organized records.
• Ability to communicate clearly with vendors, staff, and donors about financial matters.

What to Expect

• You will work in a mission-driven organization focused on ensuring access to essential medicines and medical supplies across Kenya.
• Your work will directly support multiple projects and require regular coordination with finance teams, project managers, and external stakeholders.
• This Accountant – Projects at Mission for Essential Drugs and Supplies (MEDS) position in Nairobi is open to qualified candidates on a rolling basis. Click Apply below to submit your application.