Job Description

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, in particular women, children, and urban refugees.

The Senior Officer will supervise the Associate, Finance and Part-Time Accountant(s) while being responsible for the day-to-day accounting functions. This position fulfills this role by assisting the Senior Manager, Finance & Administration in finance functions, including but not limited to ensuring that the underlying financial data is complete and accurate, maintaining and further developing the organization’s internal controls, compliance, donor, and in-house reporting, and budget monitoring. 

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:
 

• Train and supervise direct reports to ensure delivery of results;
• Assist in the development of the capacity of non-finance staff to increase their appreciation of relevant controls and processes;
• Provide induction on finance for newly hired staff and maintain up-to-date induction materials;
• Organizing work schedule to ensure that the day-to-day accounting functions are adequately covered.

• Ensure financial data is accurately captured in QuickBooks, petty cash and prepaid cards are disbursed within the parameters of RP policies and procedures, and ensuring all transactions: 
• authorization given before payment is made and recording of all receipts; 
• cutting checks;
• issuing receipts for monies received;
• timely recording of transactions;
• are appropriately coded, necessary supporting documentation availed; 
• journal entries and adjustments are authorized and posted.

• Prepare donor reports as required by indicated deadlines;
• Management report by the 10th of every subsequent month;
• Customized reports as requested by departmental heads or HQ; 
• Collate feedback on the monthly financial information, taking action as appropriate.

• Reconcile payroll related payments; 
• Reconcile vendors’ accounts and timely settling of all accounts payable;
• Preparing for and supporting the annual financial audit process; 
• Ensure staff timely account for expense advances and return any unspent funds;  
• Action monthly or as required Bank, prepaid cards and petty cash reconciliations;
• Print out, seek approval, and file reconciled statements. 

• Help maintain professionally sound financial controls by developing or modifying where they exist, appropriate finance procedures and policies;
• Perform spot checks through the review of physical and electronic records, evaluate the level of compliance with established control policies, processes, procedures, standards, laws, and regulations to identify control weaknesses or process improvement opportunities and initiate workable solutions;
• Ensure strict guardianship and security of financial data and documents, physical cash and cheques at all times, including secure storage, accurate and complete filing, and limiting access of financial data to authorized personnel only;
• Ensure data integrity in all financial reporting;
• Set up and maintain paperless systems that will support a hybrid working model.

• Sequential and logical filing of records;
• Maintain at all times confidentiality of sensitive financial information.

• Sequential and logical filing of records;
• Prepare accurate and timely financial reports to donors as required;
• Review grants to ensure that they are expended in compliance with donor requirements;
• Prepare Budget Variance Analysis (BVA) on grants for departmental heads for internal management purposes.

• Serve as back-up to the Senior Officer, Administration in providing general administrative assistance;
• Ensure timely submission of statutory payments;
• Assist with the preparation of the KRA monthly and annual returns; 
• Assist with the preparation and submission of the NGO annuals return; 
• Keeps abreast of developments in the sector, including best practices and incorporate into strategies associated with this position’s key responsibility areas; 
• Adhere to RefugePoint’s code of conduct, Standard Operating Procedures, guiding principles, and uphold the highest professional, ethical obligations;
• Actively participate in internal training, supervision, and team meetings;
• Prepare weekly departmental reports;
• Train and provide ongoing technical assistance to non-finance staff on best practices for financial management systems to increase their capacity.

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 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

• 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.

Special Requirements:

• Current Police Clearance Certificate.