The Finance Assistant (FA) supports the Dadaab Area Office in relation to all financial aspects of the Dadaab area office operations. The FA, with guidance from the Finance Officer, will ensure efficient and effective financial operations of project activities. She/he will ensure compliance with the DRC Operations Handbook alongside donor policies, procedures, guidelines, and rules. She/he in consultation and coordination with the Finance Officer will seek and receive policy guidance/instructions and support from the Head of Support Services (HoSS) and the Finance Coordinator or Finance Manager.
Responsibilities
- Implement financial policies and procedures.
- Support on establishing the cash requirements and maintain adequate cash levels and related cash controls.
- Ensure monthly cash counts are conducted and submitted by the end date of every month to the Finance Officer.
- Assist with month end reconciliations by the 5th of every month.
- Assist in preparing financial reports for various donors and internal reports.
- Confirm that full accountabilities (supporting documentations) are obtained for all project expenditures.
- Ensure transactions are properly recorded and entered in the relevant journals in ERP Dynamics on a regular basis for review by the Finance Officer or Finance Coordinator, and that they are posted by the 5th of every month.
- Process approved payments of supplier/service provider invoices based on complete documentation in line with financial policy and donor guideline.
- Assist in preparing schedules for all taxes withheld or paid where relevant and submit for verification before submission to the relevant authorities.
- Supporting Finance Officer/Finance Coordinator/Manager and Project Managers to adequately prepare for both internal and external audits.
- Ensure copies of project files and related financial documents are safely kept and are regularly backed up in an external storage device and share point.
- Scanning of vouchers and supporting documents and sees that proper filing is done in accordance with donor requirements and/or DRC Operational Handbook.
- Inform the Finance Officer and Area Manager of all financial issues which can affect the execution of the project.
- Reconcile the accounts payables, receivables and staff advances and process staff expense claims in Dynamics.
- Ensure that all the processed payments are stamped “paid” and issue DRC official receipts for all the funds received.
Education, Experience and Technical Competencies
- A Bachelor’s degree (Economics/Accounting/Finance or Business Administration) or compensating relevant work experience.
- A recognised accounting qualification (CPA II or ACCA II).
- 2 years’ experience in financial management/administration within a non-governmental organisation (NGO).
- Experience in donor compliance.
- Familiarity with an Enterprise Resource Planning (ERP) system.
- Experience of donor reporting ideally within the NGO sector.
- Experience of analysing financial information.
- Good communication and interpersonal skills.
- High degree of computer literacy; including high knowledge of excel.
Personal Qualities
- Highly organised, punctual, delivery-focused and process-driven.
- Flexible and can adapt to arising issues while respecting local differences.
- Passionate about promoting a Kenya free of armed violence and conflict.
- High levels of integrity and trustworthiness.
- Analytical and able to present logical arguments.
- Curious and seeks out information, strong drive to learn new things and improve own capacity.
- Takes initiative – identifies what needs to get done and does it.
- Hard working and driven to achieve objectives, able to work under minimum supervision.
- A good team player, high level of attention to detail, culturally sensitive and able to resist external pressure.
Language
- Fluency in written and spoken English and Swahili.
- Fluency in one of the local languages is an advantage.
