Responsible for maintaining Finance team mailbox and ensuring completion of workflow received through Finance inbox.
Working with Microsoft Dynamics 365 ERP system (“MD365”) on a daily basis.
Responsible for all aspects of purchase ledger and payments including but not limited to:
Ensuring maximum impact of the Oxfam International Shared Service Unit and responsible for processing all payments related to the Nairobi based programmes/business units
Ensuring policies and procedures are adhered to - daily
Working with the Procurement Team to action fully approved supplier invoices - weekly
Handling payment related inquiries from both Suppliers and internal departments
Processing payments on Dynamics 365 and Citibank – Supplier Invoices/ Staff Expenses & Credit Cards – Weekly
Monitoring and processing all Expenses claims and ensuring that the relevant approvals are obtained and process all payments - as required
Monitoring payments and expenses to staff who have outstanding monies owed on credit cards & floats -as required
Reconciling credit cards, including ensuring that all credit card returns are appropriately authorised - monthly
Posting and reconciliation of expenditure in Dynamics 365 - weekly
Monitoring and ensuring recovery of any personal expenses made on the Secretariat’s Credit Card – monthly
Reconciling Supplier accounts – monthly
Running supplier ageing reports – monthly
Provide Payment Remittance to Affiliates, Vendors etc. – as required.
Responsible for all aspects of Sales Ledger maintenance, including but not limited to:
Working with the local Financial Accountant to raise recharges to business units and affiliates on a timely basis
Ensuring that all income requests are properly supported, for instance agreeing requests to underlying Memorandum of Understanding (“MOU”) or funding agreements
Reconciling Receivable control account against total customer balances – monthly
Raising income requests from Affiliates – monthly
Reconciling customer accounts – monthly
Managing balance related queries from both Affiliates or external auditors
Sending out Monthly statements to Affiliates, Customers, Regional Platforms and Vendors to ensure MD365 balances are in agreement with Receivable, Payable and Control Accounts.
Responsible for all aspects of Bank and Cash maintenance, including but not limited to:
Allocating payments received on Citibank against income requests - weekly
Reconciling Nairobi held Bank Accounts in Dynamics 365 (KES, GBP, EURO & USD) twice monthly
Following up any receipts or payments that require further investigation -weekly
Monitoring balances on bank accounts on a daily basis to ensure sufficient balances to cover anticipated requirements and alert the Finance Operations Manager to surplus or low levels of funds
Managing & reconciling the Secretariat’s Petty Cash Balances (KES,GBP, EURO, USD & various other currencies 14), including the issue and return of floats to staff and subsequent chasing & recording and reconciliation of said floats -as required
Ensuring that all transactions on Citibank are posted to Dynamics 365 – daily ct as primary point of contact for day to day matters with the bank -as required
Verbally confirming new bank details with vendors.
Other key tasks:
Payroll
Support the Financial Accountant and Finance & Payroll Officer as required and provide cover during holidays or periods of absence.
Upload salaries and statutory payments to Citibank for authorization.
Other
Support statutory audit processes and donor audits.
Ad hoc tasks as requested from time to time by the Finance Operations Manager.
PERSON SPECIFICATION
EXPERIENCE, KNOWLEDGE & COMPETENCIES
ESSENTIAL
Self-Awareness
Systems Thinking
Mutual accountability
In addition:
Appropriate accounting qualification supported by membership of a relevant professional body (eg. Chartered or Certified Accounting body) - either AAT or 3 years + experience of a similar role
Significant experience with an ERP finance system, preferably MicroSoft Dynamics 365 accounting system
Experience in all aspect of financial accounting and experience in managing Debtors and Creditors Ledgers, Control Accounts and Bank Reconciliation
Use of Control Accounts and thorough understanding of double entry
High levels of computer literacy with advanced proficiency in MS Excel
A high level of self-motivation and ability to work with limited supervision and deliver outcomes in a timely way.
Able to work on own initiative, under pressure and to meet deadlines
Good communication and interpersonal skills
Excellent written and verbal communication skills in English- – including excellent attention to detail to enable the delivery of accurate outcomes.
Desirable
Flexibility to work non-standard hours may be required to engage with and support stakeholders across multiple time zones.
Experience working in a culturally and linguistically diverse environment.
