Title: Associate, Finance & Storekeeper

Location:  Nairobi, Kenya

Grade:  5

Classification: Salaried

Monthly Gross: 107,634.84

Supervisor:  Senior Officer, Finance

Supervision Given: [None]

RefugePoint was founded in 2005 to provide lasting solutions for the world’s most vulnerable refugees. We work to fill the critical and unmet needs of people affected by war and conflict that have fallen through the net of humanitarian assistance, particularly women, children, and urban refugees.

The Finance Associate & Storekeeper will assist the Senior Finance Officer in maintaining accurate, complete financial records, preparing timely financial reports and providing oversight to all RP stores, maintaining inventory and stock records, and performing related duties as required. The core responsibilities of this position are as follows:

The position holder will provide support to other departments to help them discharge their financial responsibilities effectively.

The core responsibilities of this position are as follows:

1. Zoho payment processing

• Initiate vendor payments in Zoho;
• Upload proof of payments and complete the payment process in Zoho;
• Check the quality of the completed transactions to ensure that the necessary approvals were obtained supporting documents are attached, review for errors in the accompanying documents and report on any deficiencies and errors, and recommend ways to improve the quality of the processed transactions;
• Identify Zoho's training needs and, in consultation with the supervisor, schedule and conduct training.

2. Statutory Compliance

• Track all payments that are subject to VAT Withholding Tax and Withholding Tax;
• Submit and initiate payment procedures for Withholding VAT and Withholding Tax returns before the 20th of each month;
• Ensure timely submission of other statutory payments;
• Keep abreast of developments in the sector, including best practices, and incorporate them into strategies associated with this position’s key responsibility areas;
• Quarterly review and assess compliance status with all the relevant laws and regulations for all departments and submit a report by the 5th day of a new quarter;
• Research and keep abreast of any changes to laws and regulations and prepare regular updates to management and the Board, to maintain a register of all regulatory and statutory requirements that the Bank is obligated to adhere to and the respective internal owners.

3. Manual Documentation and filing

• Chronologically file processed financial documents;
• Print out monthly reconciliation reports for signing and filing;
• Archive and store files and other documents in compliance with statutory requirements and in accordance with procedures laid down;
• Maintain at all times the confidentiality of sensitive financial information.

4. Spot checks

• Each month, select a sample of transactions and evaluate the payment process from initiation to completion. Review the calculation of individual payments and total payments against posting in QuickBooks. Evaluate the level of compliance with established control policies, processes, procedures, standards, laws, and regulations to identify and report on control weaknesses or process improvement opportunities and initiate workable solutions;
• Review the adequacy of supporting documents (e.g., invoices, purchase orders, goods receipts, bank transfers/checks, bank statements) to ensure that they are consistent with the transaction details (based on accounting records) and consistent with the transaction described in the memo;
• Verify if there is adequate segregation of duties in processing the transactions;
• Verify that payment vouchers are authorized and that designated officials sign checks;
• Check the detailed expenditure against the approved budget/approved work plan. If there is any deviation from the budget, assess whether they were authorized;
• Assess whether transactions were properly approved and supported;
• Submit a report on any spotted errors, report on any omissions, and suggest ways to improve efficiency.

5.            Storekeeper

• Receives incoming office supplies, equipment, and assets and verifies against appropriate source documents. Maintain the items received in the correct point of storage area;
• Responsible for managing the shelving and labeling of inventory and assets in the store;
• Maintain accurate records of all incoming and outgoing equipment, inventory, and assets;
• Perform physical counts to ensure that equipment, inventory, and assets in store and in remote use are accounted for at the end of the month;
• Monitor re-order levels for all inventory to ensure proper levels are maintained;
• Responsible for day-to-day cleanliness and organization of all stores. Oversee cleaners to clean and tidy up the stores strictly following hygiene regulations;

• Report loss, damage, or discrepancies immediately;
• Dispatch of equipment inventory and assets to authorized staff;
• Ensuring store compliance with health and safety regulations;
• Monitor and take inventory regularly to compile orders based on par levels or needs;
• Complete different inventory counts and spot checks to maintain system accuracy.
• Maintain clear and organized records to ensure all reports, delivery notes, stock cards, stock; records, and invoices are filed and stored properly.

5. General

• Assist with audit preparation;
• Serve as back-up to the Senior Officer, Administration in providing general administrative assistance;
• Assist with training and providing ongoing technical assistance to non-finance staff on best practices for financial management systems to increase their capacity and appreciation of relevant controls and processes.

6. Other duties as assigned

Minimum Qualifications

• Certified Public Accountant or equivalent;
• Proficiency in Accounting packages, especially QuickBooks;
• Proficiency in Microsoft Office, especially Excel, and Word;
• Solid understanding of basic bookkeeping and accounting principles;
• Degree in Finance, Accounting, Business Administration, or any other related field; is an added advantage;
• Two years of relevant experience in a not-for-profit working environment;
• Strong understanding of Kenyan tax and labor laws;
• Relevant knowledge of Generally Accepted Accounting Principles (GAAP), internal controls procedures, and financial management;
• Excellent English and Kiswahili speaking and writing skills;
• Computer skills.

Desired Qualifications

• Familiarity with standard concepts and best practices in store management
• Ability to work in a multicultural environment;
• High integrity and dependability;
• Analytical and critical thinking skills;

• Social competence skills, diplomacy, and a team worker;
• Ability to deal with conflict situations;
• Self-motivated and able to work with a high degree of autonomy;
• Enthusiasm for and dedication to working with vulnerable populations.

Mandatory Requirements

• Current Police Clearance Certificate.