Finance Officer Job in Kenya

 Job Title: Finance
Officer

Hiring Organization: LWF
World Service
Location – Locality: Nairobi
Location – Region: Kenya
Industry: Humanitarian
and Development Organization
Job Type: Full
Time
Salary: KES
Competitive
Date Posted: 01/25/2024

Department
Summary:

The LWF
World Service Finance Unit is responsible for all financial functions in
Kenya/Somalia, including accounting, payments and banking, payroll, budgeting,
financial reporting, and compliance. The LWF World Service Finance Department
ensures compliance with donor regulations as well as LWF World Services’
internal policies and procedures. As a support to the Program Department, the
Finance Department provides timely reports and assistance to the Country
Representative and the Program team to ensure that financial resources are used
efficiently and effectively.

Overall
Purpose/Broad Function:


Working
in the Finance Unit under the direction of the Finance Manager, the Finance
Officer- Payroll & Overhead Cost Management will assist in supporting the
processing of payroll for the Kenya-Somalia Program including allocation of
personnel and operation costs to the appropriate Grants.

Key
Duties and Responsibilities:

A:
Payroll Management

Maintains
payroll information by managing the collection, calculation, and entering of
data. Analyses, prepares, and inputs payroll data using an automated system to
produce accurate and timely payrolls.

Oversees
processing of payroll changes (e.g. new hires, temporary workers, transfers,
promotions, raises, and terminations, etc.) and system upgrades. Ensures the
processing of these changes is accurate and timely to reflect our current
employee base.

Follow up
with HR to ensure payroll reflects updates to payroll records by reviewing and
confirming changes in exemptions, wages, benefits, savings deductions, loans
deductions, and job titles, and department/ division transfers, start and end
dates, days worked and days of absence, statutory deductions, additional income
(such as overtime, pay increases, acting allowance, etc.), NSSF and TIN
numbers, etc. in line with contracts.

Prepares
and reviews payroll account reconciliations and directs the production and
issuance of pay (by cheque or electronic transfer) to employee bank accounts.
Processes employees’ monthly payslips and keeps records of salaries received.

Maintains
accurate records and prepare reports by compiling summaries of earnings, taxes,
deductions, leave, disability, non-taxable wages, etc.

Prepares
relevant management monthly, quarterly, and year-end reports (gross payroll,
hours worked, vacation accrual, tax deductions, benefit deductions, etc.) for
management review and records.

Determines
payroll liabilities by confirming the calculation of employee income and and
employer’s social security, unemployment, as well as workers’ compensation
payments when they arise.

Maintains
payroll guidelines by advising the management on updating policies and
procedures. Ensure compliance with internal policies. Regularly reviews and
improves payroll policies and procedures. Ensures all payroll information and
records are maintained in accordance with statutory requirements. Critically
review and analyse current payroll, benefits and tax procedures in order to
recommend and implement changes leading to best-practice operations.

Facilitates
management and employee understanding of payroll procedures. Maintains employee
confidence and protects payroll operations by keeping information confidential.

Complies
with the statutory requirements by studying existing and new legislation;
interprets new legislation impacting payroll, and enforces adherence and
compliance to relevant tax and pay laws and requirements; advising management
on needed actions, e.g. PAYE, NSSF, LST, wage, and hour laws. Oversees
compliance with statutory reporting, tax obligations, and filing requirements.

Assist/support
in the finalization of the Audit with the preparation of the Project Payrolls.
Liaises with auditors (internal and external), and manages payroll tax audits,
and answer payroll-related questions.

Performs
various journal entries, account reconciliations, and provides general ledger
support. Manage and resolves issues relating to payroll production. Ensures
that all balance sheet items (i.e. Staff personal accounts, payroll accounts,
WHT accounts, Accrued accounts etc.) have been reconciled, and a report shared;

Assists
in preparing the statutory payments – NSSF, PAYE and withholding tax and make
sure that all the Government deadlines are respected;

B:
Program Operations Cost allocation

Provide
support and information as required in the preparation of the Operations budget
and the annual project working budgets. Preparing, updating and maintaining the
HQ and Area Program cost allocation templates. Monitoring HQ recharges in
respective projects to ensure correctness and “fairness”

Assist
with the preparation of Shared Program Cost allocation processes and
methodology for HQ costs for budgeting purposes that comply with donor
regulations and are reasonable, allocable and allowable.

Prepares
the HQ cost allocation recharge journal to projects on a monthly basis.
Oversees the preparation and allocation of Area Program cost allocation
recharge journal to projects on a monthly basis. Reviewing and importing HQ
cost allocation journals to Sage

Ensure
proper allocations of all Kenya- Somalia Program staff costs in line with donor
rules and requirements, in alignment with the allocation tables planned.
Supports the Area Programs in preparation of individual staff time budgets
& and timesheet templates and Following up on monthly staff timesheets.

Prepares
the Head Office operations budget, monitoring expenditures and dealing with any
modifications; supports Area Programs in the preparation and monitoring of
their operation budget.

Perform
any other relevant duties that may be assigned from time to time by the Finance
Manager.

Education/Professional
Designations/Experience:

A degree
(Bachelor) in accounting or a relevant business field

Minimum 5
years of experience in a finance/accounts department of an international
organization/preferably and International NGO.

Professional
qualification in accountancy such as ACCA, Certified Public Accountant.

Strong
computer skills in MS Office programs, particularly Excel

Familiarity
with computerized, double-entry accounting software

Strong
organizational skills as well as attention to detail

Knowledge
of SAGE will be an advantage.

Excellent
oral and written English skills

Other
Specific Skill Requirements:

Good
communication and excellent interpersonal skills

A team
player who is responsible, diplomatic and confident at dealing with people at
all levels

Good
analytical skills, computing, and a problem-solving attitude

Be
methodical and adaptable

Planning
and organization skills

Attention
to detail is essential

Ability
to work under minimal supervision

Ability
to work under pressure and on irregular working hours.

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