Job Vacancy – Finance assistant

  Duma Works wrote this on
February 22, 2018 | No Comments

Duma works is looking to recruit a Finance Assistant for one of our clients in Nairobi.  The hiring company is a non- profit firm that deals with farm produce to ensure food security in Africa.
Title: Accounts Assistant
Classification: B3 (Junior Officer)
Location: Nairobi, Kenya
Contract duration/type:Annual

Training/on boarding requirements:

  • 2 weeks on the job training with Finance-Accounts Coordinator
  • Orientation to FIPS, field visits to program activities as needed/as possible within first year of work
  • 1 day shadowing/meeting/discussions with Finance-Admin Manager
  • 2 hours meeting with Kenya Country Director
Direct Line Manager: Finance-Accounting Coordinator


Objective 1: Processing Payments

Key activities & responsibilities to achieve this objective:

  • Verify the correctness and completeness of supplier invoices before payment
  • Ensure source documents are complete, authorised, authentic and arithmetically complete in accordance with the established control procedures before payment processing
  • Ensure timely disbursement of funds to projects  partners
  • Print cheques, post on straight to bank and ensure approval is done on time
  • Remitting statutory payments

Objective 2:  Posting Expenditures

Key activities & responsibilities to achieve this objective:

  • Verify the correctness and completeness of supplier invoices, Travel requests, contracts and orders before entering in QuickBooks
  • Enter the posts into Quickbooks under the correct budget codes
  • File all financial and accounting records in a systematic way for easy retrieval
  • Journalize travel expenses and other transactions depending on their nature

Objective 3:  Analysis & Followup of Cash Advances (Travel Requests and Accountable Allowances)

Key activities & responsibilities to achieve this objective:

  • Analyse personal and debtor accounts to ensure servicing of loans, timely accounting and exchange differences analysis
  • Check for compliance with travel advance policy re: staff hold only a single advance at any given time and; that before any further advance is given the previous ones are accounted for; update the Fin-Accts Coordinator regularly on compliance issues in these areas
  • Alert Finance-Administration Coordinator of any variance, ‘red flag’ expenditures or receipts, immediately

Objective 4: Reconciliations

Key activities & responsibilities to achieve this objective:

  • Monitor bank accounts to ensure accounts are not overdrawn and that inter-account transfer of funds is initiated promptly to cover any possible overdraws
  • Reconciling monthly field staff advance & reimbursement claim forms, and SMS or phone call follow up on issues

Internal and external relationships

  • Finance-Accounts Coordinator – reports directly to
  • Finance-Admin Manager – indirectly supervised by this role
  • Kenya Country Director – regular interaction for the purpose of planning and supporting the implementation of project budgets and activities
  • Programs and field staff – contact person for routine questions from field staff about how to use accounting/admin tools and procedures, sends follow up messages to field staff on pending issues of accounting for travel advances or other field staff expenditure claims
  • Suppliers, contractors

REPORTING RESPONSIBILITIES (which reports/documentation does this rôle produce)

  • Journals
  • Petty cash reports
  • Bank reconciliation documentation



Diploma or degree in a relevant field and/or CPA (K) qualifications


  • 1 year of professional experience in similar or relevant role
  • Advanced Microsoft Office software skills, especially Excel
  • Advanced skills in standard bookkeeping/accounting software especially QuickBooks
  • Strong communication ability both written and verbal, able to train others
  • Self motivating and able to work efficiently and effectively without constant supervision
  • Relevant experience in agricultural, development, NGO sectors
  • Exposure to large institutional donor practices and non-profit donor reporting minimum standards


Send your Cover Letter and detailed CV to [email protected] marking the subject as “3257”, Your Full name & Phone number e.g. 3257 Barack Obama, +2547xxxxxxxx. If you don’t follow these instructions, your application will not go through.

Deadline for receiving applications: Friday, 09 March 2018


* You will receive a confirmation email and an alert to take a basic screening test over SMS or online. The email with the test may not arrive immediately. Please be patient. The email/SMS test will typically be 5-8 questions to help us understand your background. Regular SMS rates apply to the test.

If you apply and don’t meet these minimum qualifications, we will not be able to move forward with you application.

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