Description
JOB DETAILS:
MAIN PURPOSE OF THE JOB
Timely and accurate processing of transactions, accounts payable management, classifying, recording and reconciling transactions in Sun-Systems Accounting System.

DUTIES AND RESPONSIBILITIES
Function 1: (including expected results)
Managing office petty cash within the Agency rules and Regulations including requisition for replenishment and posting all petty cash vouchers in Sun-System achieving results as:
• Records of petty Cash transactions.
• Data for petty cash budgeting.
• Accounting for the cash issued .
• Recovery of petty cash not accounted for.
• Use of petty cash in line with the required rules.
• Smooth running of operations.

Function 2: (including expected results)
Reconciliation of Assets and liabilities achieving results as:
• Data for financial statements.
• Data for accurate valuation of the Agency assets.
• Data for management of Agency’s assets.
• Ease of settling of the Agency’s liabilities.
• Updated values of assets and liabilities.

Function 3: (including expected results)
Initiating the Payroll payment process achieving results as:
• Data for payroll updates.
• Production of pay slips/pay statements in time.
• Payment of salaries in time.
• Convenience to staff on salary related matters.

Function 4: (including expected results)
Preparing Monthly Diplomatic VAT Returns achieving results as:
• Compliance to diplomatic laws and requirements.
• Utilization of diplomatic privileges on taxes.

Function 5: (including expected results)
Assisting the Accountant in Periodic Financial Reporting achieving results as:
• Timely production of financial reports.
• Convenience for the users of the financial reports.

Function 6: (including expected results)
Processing supplier invoices to ensure all relevant documents are attached for verification, checking and approval for payment purposes resulting into:
• Accuracy on payments made to supplies.
• Conveniency and expediency in effecting payments to suppliers.
• Good relations with suppliers.

Function 7: (including expected results)
Liaising with Procurement and contract managers on any issues that may arise with regard to supplier accounts resulting into:
• Expediency in processing payments to suppliers.
• Correction of errors arising on invoicing and receipting to do with suppliers.
• Good relations with suppliers.

Function 8: (including expected results)
Assisting in the preparation of the financial reports for Technical Committee (Finance and Administration achieving results as:
• Data for preparation of the reports.
• Accurate reports for the Committee to work with.
• Timely reports for the Committee meetings.

Function 9: (including expected results)
Reconciliation of all receipts and issue the official receipts to payers once funds are received resulting into:
• Records of payments received.
• Accountability for cash received.
• Management of cashflows.

Function 10: (including expected results)
Assisting the Accountant in carrying out inventory counts in stores and of fixed assets in line with the Rules and Regulations resulting into:

• Accurate stores inventory.
• Replenishment of stores in time.
• Updated assets register.
• Compliance to rules and regulations to do with stores and assets.

Function 11: (including expected results)
Filing of all the vouchers processed into the box files correctly to ensure easy future access to the documents in the Finance office resulting into:
• Availability of those records as and when required.
• Proper storage and security against destruction.
• Data for future reference.

Competencies
Professionalism: Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.

Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings

Problem Solving Skills: Identifies and understands the cause, analyzes the situation, distinguishes between effective and ineffective solutions, makes decisions quickly, communicates the problem solution to others.

Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style, and format to match the audience; demonstrates openness in sharing information and keeping people informed.

Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

QUALIFICATIONS AND EXPERIENCE
Education Requirements
• Bachelor’s Degree in Business Administration or related business degrees majoring in Accounting or Finance from a reputable Institution or University.

Technical Qualifications, Knowledge and Skills
• CPA II / ACCA II or equivalent Accounting certification.

Experience
• A minimum of Three (3) years of progressively work experience in professional Accounting. Experience with the regional and international organisation would be an added advantage. Proficiency in Accounting softwares would be an added advantage.