Finance and Administration Assistant at Fairtrade International

Job Description

• To assist in the execution of FTA’s financial policy manual, systems, and procedures, supporting key functions, including the timely and accurate processing of financial and accounting data. To maintain accurate books of accounts and ensure that all financial transactions comply with set organizational policies and procedures and internal controls are complied with.

Duties and Responsibilities:

Financial Management

• Ensure accurate and timely posting of data into the accounting system e.g. receipts, bills, fund requests, payments, and Journals.
• Process purchase orders, invoices, payments, and grants, ensure accuracy, and that all supporting documents are attached and appropriately approved.
• Maintain the staff Imprest System Management
• Perform financial accounts reconciliations including petty cash, Imprest, creditors among others.
• Assist the Regional Finance and Administration Officer in updating the Asset Register.
• Prepare and submit monthly statutory deductions on a timely basis e.g. Withholding Tax.
• Act as banking agent for all ECAN bank accounts.
• Provide regular updates and reports on financial activities undertaken and/or status of financial processes

Requisitions and Procurement

• Prepare requisitions for procurement of office assets and other office running costs for all ECAN offices.
• Monitor and procure kitchen supplies as needed for all ECAN offices.

Administrative Support

• Supervise office cleanliness, and coordinate office equipment repair and maintenance
• Coordinate Operation Team’s Logistics.
• Ensuring timely payment of utility bills (water, electricity, internet)
• Maintain an accurate filing system for finance transactions
• Coordinating projects accounting including filing of timesheets and project documents and correspondences.
• Issue Travel Insurance for the team.

KNOWLEDGE, EXPERIENCE AND SKILLS:
Qualifications

• Degree in Accounting, Finance or a related field
• Member of a professional body such as CPA or ICPAK
• Experience and Knowledge
• Experience working with international organizations in the field of accounts and finance
• Knowledge of financial systems, including accounting systems such as Oracle
• Sound knowledge of Kenyan tax laws

Skills

• Good knowledge of accounting and bookkeeping procedures.
• Data entry and records maintenance skills
• Bookkeeping and accounting skills
• Excellent analytical skills
• Dynamic and problem-solving skills
• Excellent attention to detail skill.
• Excellent written and oral communication skills
• Good MS Office skills particularly MS Excel
• Excellent organisational skills
• Ability to work with different accounting packages
• Good customer service skills
• Attention to details
• Ability to work independently