Accounts Officer

Strategic Finance Processes

• 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
• Inputting invoice/credit notes details & scanning invoices into Dynamics 365 – daily
• 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.
• Experience with a business intelligence tool