FINANCE/ACCOUNTS OFFICER (JOB GRADE - NCIA 5)

Job Purpose

The Job holder is responsible for preparation of financial statements through collating and aggregating financial data while adhering to Public finance management policies and guidelines to ensure timely reporting and compliance to accounting standards.

Key Responsibilities / Duties / Tasks

I. Managerial / Supervisory Responsibilities

II. Operational Responsibilities / Tasks

a) compiling of information on commitment and expenditure trends and initiating appropriate corrective action as may be required;

b) compiling of information required on budget monitoring and expenditure control, including expenditures on salaries and allowances;

c) processing of reallocations within the budget. 

d) Prepare of vouchers and committal documents in accordance with the laid down rules and regulations;

e) Prepare primary records such as cash books, ledgers, vote books, registers and preparation of simple management reports including imprest and expenditure returns; undertake safe custody of Centre’s records and assets;

f) Make Payments of personal and merchant claims as guided by cash balances in the cash books.

g) Submit statutory deductions to the relevant authorities by engaging responsible officers and reviewing documents to ensure deadlines are met for compliance with government policy.

h) Compile and verify accounting data by reviewing payment vouchers for production of accurate financial reports on a quarterly basis.

i) Maintain assets register by updating it for additions, disposals, re-evaluation, and depreciation on a quarterly basis for input into financial statements to track the existence and ownership of the assets.

j) Process approved payment requests

k) Prepare variances on actual expenditure and budget to the management by comparing actual expenditures against the budget to ensure compliance to budgetary allocations on a quarterly basis.

l) Prepare expenditure reports based on approved budgets to ensure vote heads allocation are not overspent on a weekly basis in order to ensure efficient allocation of resource by management.

m) prepare audit support documentation for both internal and external audits by compilation of balances for onward submission to relevant officers to facilitate proper auditing.

n) Prepare annual and revised budgets based on approved work plans;

o) Provide up to date financial information to other Departmental/Divisional heads for the management of their budgets;

p) Undertake overheads planning and budgeting;

q) Provide input in Resource Mobilization initiatives of the Centre;

r) initiate proposals seeking funds for additional expenditure and re-allocation of funds;

s) Interpret financial policies for sound financial principles, practices procedures for effective internal control;

t) Coding of ledger and store items in the system to ensure that it is accurate and sufficient;

u) prepare medium term expenditure and revised estimates budget;

v) Record commitments in the ledger on expenditures for recurrent, development and donor funds; and

w) Prioritize programs and activities for results-based allocation of resources.

Responsibility on Administration

a) Carry out day to day management of individual work

b) Comply to the risk management framework within the Unit;

c) Provide input to budget development process.

d) Provide technical input to the Finance and Administration committee

Responsibility on Performance Management

a) Submit quarterly reports on performance management to the Supervisor.

b) Submit quarterly reports on the workplan and strategic plan implementation.

c) Develop individual workplans and discuss targets with the supervisor.

d) Submit annual performance appraisal report to the supervisor.

Responsibility on Human Resources

a) Participate in self-appraisal.

b) Comply to leave plan 

c) Comply to Human Resource policies and guidelines

Job Dimensions:

I. Financial Responsibility:

a) Prepare payroll journals, payment cheques, EFTs and bank transfers

b) commit Purchase orders, payment vouchers and staff imprests in the ledger

c) Maintain payment registers of internal and external customers

d) Initiate payment processes

e) Preparation of annual and quarterly financial statements

f) Maintain the Centre’s standing imprest

II. Responsibility for Physical Assets

a. Centre’s accountable documents like cheque books, imprest books and cash analysis books, payment voucher registers, imprest registers, EFT registers, cash books, vote books, receipt books, invoice books

b. Assets registers

c. Safe

c. Desk top Computers, lap tops, printers, cabinets, calculators, water dispensers, tables

III. Decision Making/ Job Influence:

Financial decisions commit vouchers, LPOs, LSOs and imprests in the vote book/ ledger, sign receipt books, approve invoices

Analytical decisions

Prepare schedules, Bank reconciliation statements, excel draft financial statements

Operational decisions compile audit file

IV. Working Conditions:

1. Normal Office working conditions

2. Extra hours (beyond normal working hours) within the office

3. Occasional travel to the field

Job Competencies (Knowledge, Experience and Attributes / Skills).

Academic Qualifications

Part III of the Certified Public Accountants (CPA) Examination or its equivalent qualifications; Certificate in computer applications from recognized applications.

Or,

Bachelor’s degree in any of the following disciplines: - Commerce (Accounting/Finance), Business Administration or its equivalent qualification from a recognized institution.

Professional Qualification

Member of ICPAK, ACCA or its equivalent

Other Qualifications

Proficiency in excel, quick books, ERP computer applications from recognized institutions

Previous relevant work experience required.

Relevant working experience of at least three (3) years in a comparable position in a public or private organization.

Functional Skills: Behavioral Competencies/Attributes:

a) Understanding of the functional area of Finance;

b) Knowledge in ERP;

c) Ability to mobilize resources;

d) Knowledge of Budgeting;

e) Knowledge of relevant legislations and policies (PFM Act, PPADA, Tax Acts and regulations, Chapter 6 of Constitution etc.)

f) knowledge of professional standards (IPSAS, IFRS etc.) or accounting software (ERP)

g) Excellent financial and human resource management skills;

h) Public Procurement Procedures; and

i) Demonstrate good understanding of government policies

a) Integrity

b) Demonstrated Communication skills

c) Demonstrated Interpersonal skills

d) Demonstrated Organizational skills

e) Demonstrated Ability to work under pressure

f) Demonstrated Negotiation skills

g) Demonstrated Ability to work in a team

h) Demonstrated Problem solving skills

i) Meet the requirements of chapter six (6) of the Constitution

Application Process

If you meet the above requirements, please visit our website www.ncia.or.ke, download and complete the job application form. Submit a soft copy (pdf) of the completed application form through e-mail: hr@ncia.or.ke attaching copies of your certificates, copy of your identification card and any other testimonial in support of your application together with a detailed curriculum vitae indicating current salary, contacts of at least three (3) referees and daytime telephone contacts to be submitted by 5.00 p.m. on …Wednesday 24th March, 2021 addressed to:

The Registrar/CEO

Nairobi Centre for International Arbitration

Co-operative Bank House, 8 th Floor

Haile Selassie Avenue

P.O. BOX 548 – 00200

Nairobi – Kenya

Shortlisted candidates will be notified of prospective interview dates and Chapter six (6) clearance documents shall be required during interview and may undergo background checks with relevant institutions. Any canvassing or solicitation by or on behalf of an applicant for the above vacancy will disqualify the applicant.