Reports to: Team Leader
1. Aim of the job
To ensure all accounting and financial affairs of the project are managed effectively and in a timely manner and ensure authorised, appropriate and efficient use of project resources.
2. Main Tasks
Oversee all project financial transactions and ensure required authorizations are obtained.
Closely oversee cash handling and accounting according to the Administration
Manual for Local Offices (AMLO), including frequent verification of physical cash balance and supporting documentation.
Preparation of monthly budget and cash-flow forecast in consultation with the administration and finance manager.
Maintain correct, up-to- date books of accounts and ensure adequate, transparent documentation of all financial transactions (all receipts and payments).
Prepare, check and book all financial transactions in the accounting software.
Prepare monthly bank and cash reconciliation statements and submit on time with required financial reports.
Provide the Team Leader, administration and finance manager and key staff with monthly copies of relevant ledgers.
Provide up-to- date financial information as requested by TL, or other key staff in Swiss TPH.
In consultation with TL, prepare monthly payroll for specific full time project staff and liaise with IHA Finance Officer for payments.
Prepare and send monthly accounts and financial reports to Swiss TPH Basel office on time as required.
Back-up electronic accounting files at the end of each day for changes made in the accounting software.
Print and securely file paper copy of all ledgers, and journals with final approved financial reports (quarterly, annually) along with an electronic version of accounts (CD).
Prepare and support as needed internal and external audits.
3. Additional Tasks
Explain accounting policies and standard operating procedures as needed to staff, consultants and researchers.
Any other duties which may be assigned as required.
Ensure timely, accurate, transparent project accounts.
Ensure secure, complete, orderly and up-to- date filing/storing of all financial documents, financial reports, back-up paper and electronic copies of accounts (journal, ledgers, accounts chart, etc.).
Ensure correct handling and timely payment of taxes, and statutory deductions in fulfilment of all relevant regulation.
Ensure all relevant financial management AMLO procedures are adhered to by all staff.
Minimize risk of misuse and inefficient use of project resources.
Ensure as far as possible unqualified annual audit reports.
5. Internal Relations
Instruct all staff members as needed in accounting procedures and AMLO.
Seek and receive guidance from Team Leader and administration and finance manager as part of the internal control system (ICS).
Interact as needed with Swiss TPH HQ-Project Director, Project administration unit, and Swiss TPH Administration Accountants and IHA Finance Officer
6. External Relations
Interact with external auditors in preparing, and supporting audits and in implementing audit recommendations.
Ministries and other relevant authorities: KRA, NHIF, NSSF, Nairobi County etc.
Project AMLO and Swiss TPH financial management guidelines.
IHA administration and financial management guidelines.
Applicable Kenyan laws.
KfW financial management and procurement regulations.
Bachelor’s degree in Commerce, Finance or Accounting.
CPAK or ACCA qualification.
Master’s degree in Accounting, Finance, or related field is an advantage.
Minimum 5 years’ experience as a project accountant, preferably in a donor funded project.
Excellent written and oral communication skills in English and Swahili.
Strong analytical and computer skills.
Proficiency with MS Office Suite (Word, Outlook, Excel, PowerPoint, Access).
Previous experience working with accounting software.