Accounts Officer

JOB DETAILS LOCATION: Preferably Nairobi, Kenya, but other locations where OI has a presence will be considered

CONTRACT TYPE: Open‐ended

INTERNAL JOB GRADE: D1

DEPARTMENT and TEAM ‐ Operations Department ‐ Finance Operations Team

SALARY: D1

HOURS (FTE) 1 FTE FLEXIBLE WORKING

We believe flexible working is key to building the Secretariat of the future, so we’re open to talking through the type of flexible arrangements which might work for you. We think this role would work particularly well as a full‐ time role with flexible hours and working from home options.

COMMITMENT TO DIVERSITY AND INCLUSION We are committed to ensuring diversity and gender equality within our organization.

DEPARTMENT PURPOSE: The Oxfam International (OI) finance team is responsible for planning, leading and monitoring the finance activities of OI. This includes financial operations, business partnering and finance systems roles. It also has a responsibility to develop and implementing efficient and effective financial policies, processes and practices to ensure the long‐term financial sustainability of OI.

TEAM PURPOSE: The Finance Operations team is responsible for the oversight of the finance operations of Oxfam International. This includes efficient and effective delivery of core financial accounting responsibilities; accounts, treasury, audit, asset management and cashflow. This role sits within the Shared Service Centre in Nairobi and supports the accounting function for the Shared Services Centre and processes payments for other countries.

JOB PURPOSE: Under the supervision of the Finance Operations Manager and the local Financial Accountant, the Accounts Officer ensures that the Shared Services Centre maintains a high standard of accounting and financial control. This includes ensuring that the Nairobi based programme payments are handled on time and correctly and cash/bank books are recorded daily. Other duties include bank Reconciliation, preparing Supplier payment runs, Petty Cash Floats and excel spreadsheet preparation of Payroll information.

ROLE REPORTS TO Finance Operations Manager

ROLES REPORTING TO THIS POST None

BUDGET RESPONSIBILITY None

Accounts Officer – 2024

KEY RESPONSIBILITIES (Systems Thinking, Self‐Awareness, Mutual Accountability) Financial Processes  Responsible for maintaining Finance team mailbox and ensuring completion of workflow received through Finance inbox.  Working with Microsoft Dynamics 365 ERP system (“MD365”).  Responsible for all aspects of purchase ledger and payments including but not limited to:  Processing payments on MD365 and Citibank – Supplier Invoices, programme costs, Staff Expenses & Credit Cards.  Ensuring policies and procedures are adhered to and that all payments have appropriate backup.  Maintaining a close working relationship with key stakeholders, including Procurement and business units.  Reconciling Supplier accounts.  Provide Payment Remittance to Affiliates, Vendors etc. – as required.  Sending out periodic statements to Affiliates, Customers, Regional Platforms and Vendors to ensure MD365 balances are in agreement with Receivable, Payable and Control Accounts.  Verbally confirming new bank details with vendors.  Responsible for all aspects of Sales Ledger maintenance, including but not limited to:  Working with the local Financial Accountant to raise recharges to business units and affiliates on a timely basis.  Ensuring that all income requests are properly supported.  Reconciling Receivable control account against total customer balances.  Managing balance related queries from both Affiliates or external auditors.  Sending out periodic statements to Affiliates, Customers, Regional Platforms and Vendors to ensure MD365 balances are in agreement with Receivable, Payable and Control Accounts.  Responsible for all aspects of Bank and Cash maintenance, including but not limited to:  Allocating payments received on Citibank against income requests.  Reconciling Nairobi held Bank Accounts in Dynamics 365 (KES, GBP, EURO & USD) twice monthly.  Following up any receipts or payments that require further investigation.  Monitoring balances on bank accounts on a daily basis to ensure sufficient balances to cover anticipated requirements and alert the Finance Operations Manager to surplus or low levels of funds.  Managing & reconciling the Secretariat’s Petty Cash Balances (KES & USD), including the issue and return of floats to staff and subsequent chasing & recording and reconciliation of said floats.  Ensuring that all transactions on Citibank are posted to Dynamics 365 – daily act as primary point of contact for day to day matters with the bank. Payroll  Alongside the Financial Accountant and other Accounts Officers, responsible for all aspects of Kenyan payroll, including but not limited to:  Prepare payroll files using local software, ensuring that all statutory deductions and any personal recoveries are captured accurately and ensure net pay is clears on time ‐ monthly  Prepare payroll expensing files in Excel and upload to D365 – monthly  Support the Financial Accountant and Finance as required and provide cover during holidays or periods of absence Accounts Officer – 2024  Upload salaries and statutory payments to Citibank for authorization. Other  Support statutory audit processes and donor audits.  Ad hoc tasks as requested from time to time by the Finance Operations Manager or Financial Accountant