Position Title: Accountant

Department: Finance

Supervisor: Finance and Operations Manager

Supervises: N/A

Location: Nairobi, Kenya

Job Summary

The Accountant is an integral AWF’s Finance team member. The incumbent will be responsible for accurate General Ledger maintenance reconciliations and smooth and timely month-end closure of books of accounts. She/he will also be involved in all general accounting functions such as Accounts Receivable, Accounts Payable, Payroll accounting, and portal expense entries relating to Kenya and other AWF offices without dedicated Finance staff. In addition, the jobholder will work with other finance teams to ensure the timely processing of invoices and payments for all the operations in AWF.

The position will actively support annual organizational and country statutory audits, donor-related audits, and internal controls.

Occasional international and domestic travel is required.

Responsibilities

1. Accounting

• Support finance teams to ensure timely month-end closure in compliance with GAAP and AWF procedures.
• Participate in the monthly close process; prepare reconciliation schedules per the monthly close checklist.
• Maintain all balance sheet accounting, producing consistent and accurate supporting schedules and reconciliations.
• Manage the organization’s credit cards issued to staff by ensuring that expenses are reported on time and reconciliations prepared in the system.
• Produce audit-ready monthly general ledger schedules and subsidiary financial statements.
• Prepare various general ledger account reconciliations, prepayments, accruals, fixed asset schedules, payroll, and bank reconciliations.
• Review and validate general ledger transactions, timely identification, and corrections of errors of transactions posted in the general ledger both in AWF company and its subsidiaries.
• Support in month-end and year-end processes with the HQ and Field finance staff to ensure all activities are completed within the agreed timelines, and support documents are uploaded on the organization’s SharePoint.
• Prepare monthly bank and petty cash tally sheets and follow up with finance staff to share missing documents.
• Produce audit-ready monthly general ledger schedules and subsidiary financial statements.
• Post all salaries in the correct month using the correct employee codes, fund codes, and restriction codes.
• Run and process timely salary and benefits allocation by the 12th of the month and ensure all unallocated salaries are followed up.
• Run, post exchange rate adjustments, and ensure all expense G/Ls have correct dimensions.
• Identify potential risks related to the financial management of the organization and suggest solutions to the Finance & Operations Manager for implementation.
• Update monthly exchange rates in the accounting system.
• Share reports with key stakeholders in a timely and consistent manner.
• Review and follow up on travel advances promptly.

2. Accounts Payable/Receivables

• Post supplier invoices accurately and on a timely basis.
• Review supplier invoices and ensure that are properly supported before posting them in the system.
• Support in reconciling vendor accounts with the statements monthly.
• Timely processing of payments to vendors, consultants, staff, and partners.
• Check integrity and accuracy of financial data, vendor, payroll, etc., and timely identification and correction of errors in transactions.
• Verify accuracy of vendor details in AWF systems.

3. Internal Controls

• Work with the finance teams to enforce internal controls throughout the organization to ensure the protection of the AWF finance and non-finance assets.
• Contribute to the development and enhancement of accounting policies and procedures and enforcement of the same.
• Support in the consistent application of internal controls throughout the organization.
• Train staff on internal control procedures and accounting tools, such as accounting and timesheet portals.
• Participate in planning and problem-solving meetings.
• Identify ways of improving internal controls and efficient ways of processing accounting-related activities.
• In conjunction, with other finance staff, maintain/update financial systems.
• Keep abreast of changes in regulations, which may affect the accounting functions of the organization.
• Follow up and ensure timely accounting and compliance of the AWF corporate credit card program.
• Coordinate and review, sign and file all AWF Cash & Bank Reconciliations by the 10th of every month and maintain a filing log of dully approved reconciliations, cash counts, and bank statements.
• Provide support to organizational audit, Internal audits, statutory audits donor specific audits and any other reviews by external audit firms as required.

4. Cash flow Planning and Management

• Reconcile AWF bank balances with donor cash receipts.
• Prepare the monthly/quarterly cash projections for the HQ AWF operations and review cash requests from other countries.
• Process payments on time and track overdue payments.

5. Payroll Facilitation

• Review Kenya and Expat payrolls and ensure they are posted on time. This role also includes timely Reviewing of Switzerland and UK payroll along with the related payroll liabilities.
• Prepare salary allocation monthly and follow up with timely submission and approval of timesheets.
• Support with the review of other AWF office payrolls not mentioned above.
• Post and pay liabilities on a timely basis.
• Support compliance with all country tax obligations where AWF operates.
• File approved payroll reports.
• Extract salary remittance and file as per established system.
• Participate in AWF system development and system implementation sessions.

6. Other Duties

• Any other relevant duties as assigned by the Supervisor.

Requirements and skills

• Bachelor’s degree in business, finance, accounting, or related field.
• Qualified Accountant and Member of the Institute of Certified Public Accountants of Kenya.
• Familiarity with institutional and other donor guidelines is a strong advantage.
• At least 5 years of relevant working experience, at least 3 years as an accountant in at least a medium-sized organization.
• A mix of profit and nonprofit experience is desired.
• Advanced knowledge and experience of the NetSuite-Oracle accounting package is preferred.
• Audit experience will be an added advantage.
• Good communication and interpersonal skills.
• Knowledge of key donor requirements required.
• Ability to manage sensitive and confidential matters with the highest level of professionalism.
• Ability to manage competing priorities, exercise good judgment, identify, and resolve problems.
• Ability to work with minimal supervision.
• A self-starter with a keen eye for detail.
• Ability to communicate financial information to a non-financial audience.
• Ability to meet strict deadlines.
• Strong interest in and or understanding of conservation.