Finance Assistant

Background

Johanniter-Unfall-Hilfe e.V. (www.thejohanniter.org) is a German Non-Governmental Organization implementing interventions in Emergency Response and Preparedness, Health and Livelihoods in Latin America, Southeast Asia, Africa and Europe, with its headquarters in Berlin, Germany. In Kenya, the organization has been active since 2005 supporting local partners in various fields such as health care, disaster risk reduction, nutrition, food security and livelihoods. In May 2011, Johanniter opened an office in Nairobi in order to enhance its Kenya programme and strengthen the cooperation with its local partners.

Currently, together with our Kenyan partner organizations, Johanniter is implementing several projects throughout the country, including disaster relief and disaster preparedness activities and a livelihoods project in Turkana. Additionally, Kenya is part of a regional project together with South Sudan and Uganda. The project, funded by the German Foreign Office, focuses on South Sudanese refugees and is implemented together with local partner organizations in the sectors of Health, WASH and livelihoods.

Overall job purpose

To manage and record the Transactions into the SUN field upload template and ensure payments to all suppliers based on the invoices generated from Logistics and administrative Offices; Process all the Payment Vouchers ensuring all necessary supporting Documentations are available, appropriately signed by various authorities and ensuring that all documents are Scanned and arranged properly to be uploaded to Share point.

Strategy and Vision

• Actively supports the values of Johanniter and shapes programme work according to these values.
• Together with Finance Coordinator and Finance Officer, ensures the development and implementation of the Johanniter International Assistance strategy in her/his area of responsibility.
• Contributes to the development and implementation of the global strategy of Johanniter International Assistance.

Administrative Duties

• Responsible for the management of USD/EUR/KES cash & bank books.
• On a daily basis, record all the transactions into the SUN upload template and ensure that the booking texts conforms to the organizational financial guidelines, L codes are completed.
• Ensure the safety of the safe and perform Cash Counts every Friday (in presence of Finance Officer) and file cash counts in file.
• Ensure accuracy and completeness of the cash/bank books and ensure proper filling of all financial documents.

Processing and payment to suppliers/vendors

• Receive payment requests from Logistics department and prepare the voucher of payments and submit to Finance Officer for review and approval from authorized signatories, ensuring that all documentation is properly signed and dated correctly.
• After approval release payment and record it in SUN budget template.
• Ensure that all receipts are stamped using the Johanniter Approval/ Paid stamp and that all invoices and or receipts are signed by the suppliers.
• Ensure the invoices are arranged in a chronological order and file them accordingly in the various files for each cashbook.
• Ensure that all checks to suppliers and bank transfers are done when necessary and Assist the Finance Officer with banking related issues.

Cashbook Management – Recording Transactions into SUN field upload template.

• Maintain the Cashbook in specified SUN upload template, ensuring that all transactions are properly recorded.
• Ensure booking text descriptions, L-codes (project code L1, JUH budget lines L2, donor budget lines L3, source of funds L4, Country L5, partner L6, person L7 and Fibu code) are rightly allocated.
• Supports with Monthly balance sheet accounts reconciliations, Bank reconciliations, and all cashbook reconciliations.

Support to ensure the accountancy in terms of quality, reliability and transparency.

• Ensure the management of cash boxes (following up advances and maintaining the advances register, expenditure conciliations, etc.)
• Check that expenditures are validated by the management taking into consideration all the Validation Thresholds of Johanniter for Project Coordinators, Senior Program manager, Head of Mission and the Desk Officer at the HQ
• Check the justification documents and their conformity (requisition forms, quote analyses, invoices, inventories, etc.) in for all the transactions done before payments are made.
• Properly file all the invoices and other financial documents, ensuring that the filling system is updated, complete and accurate.
• Checking purchasing procedures are followed (RFPs, PA, NCP and Payment Vouchers are systematically signed by authorized persons).

Administrative Procedures

• Maintain all finance files up to date and ensure file database is up to date.
• Supports with retrieving documentation required for the different reviews, especially support to the audit processes with documentation required from the archives.
• Receive, distribute, circulate and file all documents that come into the office.
• Distribute documents to other agencies.
• Ensures full compliance with the financial procedures in respect of accountancy requirements of the organization as well as for donors.

Person Specification

Professional Qualification and Experience:

• Degree in Business Administration, Accounting, or Management
• Minimum of one (1) year of solid experience in financial management, and administration in an NGO/ INGO setting. Or six (6) months of internship experience with an International Organization.
• Professional in Excel, Words and computerized accounting. Knowledge of the SUN System or any accounting software is essential.
• A Republic of Kenyan national.

Skills

• Honest and of high integrity.
• Ability to multi-task while maintaining a stringent eye on detail.
• Excellent interpersonal, communication, negotiation and representation skills.
• Accurate and precise work style.
• Ability to organize, plan ahead and prioritize multiple tasks and meet deadlines.
• Flexibility, ability to adapt, good team player, discrete, responsible and innovative.
• Fluency in English. Knowledge of local languages will be an added advantage.