Finance Assistant at Medecins Sans Frontieres (MSF)

Rationale/Objective for Position

• The Finance Assistant is responsible for supporting the maintenance of financial and accounting records by managing day-to-day tasks in the finance department.

Tasks & Responsibilities

Cash Management

• Ensure timely disbursement of cash/M-pesa payments upon approval these include per diems, Travel expenses, advances, allowances and NSSF.
• Check on the completeness of supporting documents with proper approvals as per authorization table before payment is done.
• Daily data entry in SAP ERP-Cash journals in KES, USD, EUR and M-pesa and confirm accuracy of the posting i.e., correct description/ right account code/ cost center/ orders.
• Monitor the cash level and ensure they remain within the authorized levels and request replenishment from Main safe when necessary.
• Maintain and keep up to date cash files.
• Together with Account supervisor conduct weekly and month end cash count.
• Together with Account supervisor conduct cash and M-pesa payment reconciliations and generate reports at the end of the month for sign-off.

VAT Processing

• Ensure day-to day processing of VAT exemptions.
• Verify that all invoices have proper documentation with a mandatory ETR (Electronic Tax Register) & TCC (Tax Compliance Certificate).
• Adhere to all relevant VAT application procedures in collaboration with the Regional Protocol Office (RPO).
• Send the relevant documents to suppliers upon approval of exemption certificates forms protocol office.
• Timely follow up of Supplier’s VAT refunds.
• Process of yearly Blanket exemptions and deliver to the relevant department through RPO.
• Send the blanket approved certificates to suppliers.
• Update monthly VAT tracker and generate other VAT related reports.
• Reconcile and maintain an up-to-date VAT file.

Financial settlements

• Timely follow up and closure of all advances.
• Scrutinize source documents for completeness and accuracy.
• Issue the relevant documents in case of refund and reimbursement.
• Accurate recording of expense settlements and scanning them in the system.
• Guide and respond to queries the staff have on how to settle the open advances.
• Weekly follow up on open advances and remind staff to settle.
• Archiving and filling of all supporting documents for Cash/Mpesa and settlement journals.

Internal Communications

• Promote and support the correct use of the documentation, tools, and folders in the SharePoint platforms. E.g. how to apply and settle advances, per diem application.
• In collaboration with the accountant, organize and update the finance SharePoint folders.

Other Responsibilities

• Support and ensure proper documentation for all cash and M-PESA registers during audit process.
• Brief new staff on financial SLA (Service Level Agreement), procedures and processes.
• Provide input during review/update of Finance policies & procedures and disseminate relevant information to all staff where needed.
• Ensure timely work plans are updated and followed through regularly with the supervisor.
• Act as an event organizer representing finance department.
• Act as a backup for the accountant.

Qualifications
Education

• A Bachelor’s degree in Commerce, Finance, or an equivalent qualification from a recognized institution.
• CPA part II or other professional qualification in accounting is desirable.

Experience

• At least two (2) years of experience in accounting preferably in the non-profit making sector, international organization.
• Previous experience with MSF or other humanitarian NGOs is an added advantage.

Competencies

Technical Competencies

• Familiarity with computerized accounting packages
• Behavioral/General Competencies
• Commitment to MSF’s Principles
• Flexible with working hours
• Good Communication Skills
• Cross-cultural Awareness
• Strategic Vision
• Stress Management
• Service Orientation
• Initiative and Innovation