JOB DETAILS: Finance and Payroll Officer
CONTRACT TYPE: Temporary until Jan-23
INTERNAL JOB GRADE: D1
DEPARTMENT and TEAM
Finance Operations Team
SALARY: in line with Oxfam Values and subject to location
HOURS (FTE): 1 FTE
‘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.
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, cashflow, delegations; and non-core functions of procurement and insurance.
JOB PURPOSE: Under the supervision of the Finance Operations Manager, the Finance and Payroll Officer is responsible for comprehensive financial management of all finance operations matters. This includes sound financial controls, monitoring and financial risk management.
Currently this role supports activity from different business units, which does include entry of transactions into a separate Financial Accounting System.
ROLE REPORTS TO: Finance Operations Manager
ROLES REPORTING TO THIS POST: None
BUDGET RESPONSIBILITY: None
KEY RESPONSIBILITIES (Technical, Leadership, People and Resource management)
Financial Accounting Management and Purchase Ledger Management
- Reviews and verifies that appropriate supporting documents have been provided for the processing of payments for goods and services received.
- Ensures that payments are approved in accordance with the stipulated organizational procedures and rules.
- Ensure that transactions are recorded accurately in the accounts system.
- Reviews the purchase ledger of a regular basis and actions payments in a timely manner.
- Responsible for the co-ordination of all payments related to the Nairobi based programs/business units and to support countries in the region, when required.
- Ensures that proper workflow between units to ensure that transactions are captured within acceptable timelines.
- Maintenance of effective filling (physical and online filling) of financial documentation and ensure they can be accessed on demand within reasonable time and adhere to local laws on document filing.
- Ensure that costs are coded to the correct budget code.
- Ensure that prepayments for medical and other staff benefits are expensed in a timely manner.
- Ensure that correction journals and recharges are done by 2nd of every month ensuring all the supporting documents are in place.
- Ensure that all month end close deadlines are adhered to and that all unusual transactions and unsupported entries are investigated and resolved in a reasonable manner.
Cash flow & Bank reconciliation Management:
- Responsible for coordinating the management of all bank and cash transactions to and from the business unit bank accounts, so program activities can be efficiently carried out.
- Review Nairobi bank accounts reconciliations prepared by the Finance Assistant.
- Forecast cash flow and ensure timely to up requests.
- In charge of correspondence with all banks.
- Ensures that both bank and cash records are updated, ideally daily .
- Act as a secondary Bank Agent for Oxfam.
Petty Cash Management:
- To ensure that a complete and accurate record of all petty cash transactions is maintained at all times; that expenditure of petty cash is fully monitored; and that requests for replenishment are made in a timely manner, when required.
- Ensure all petty cash vouchers raised are appropriately approved and filed in a safe place for 7 years.
- Ensure any cash received is banked within 48 hours.
- Conducts monthly petty cash reconciliations with support from the Finance Assistant.
Recharging of shared costs
- Responsible for ensuring that shared costs are captured accurately and recharged to the relevant business unit, on a monthly basis.
- Assist the Finance Operations Manager in designing and implementing a comprehensive recharge system.
Management of Advances, Assets Register, Floats & Loans:
- To ensure that all recoveries in respect of advances, floats, loans, private phone, taxi etc. owed by staff members are appropriately deducted from the salaries on specified dates, as approved.
- Ensure the Assets registers agree with People Soft/Dynamics 365 and physical assets and in line with organizations policy.
- Maintain payroll information by collecting data from HR team, calculating and capturing data in Fast Pay system.
- Timely processing of Nairobi monthly payroll ensuring that taxes and other deductions are made accurately.
- Ensure payroll deductions (PAYE, NSSF, NHIF, Amref, HELB, Pension companies, HOSP, AOSA ) are remitted on a timely basis and all reporting requirements are met.
- Protect payroll operations by keeping all information confidential.
- Timely resolution of payroll discrepancies and queries from staff and from regulators.
- Provide payroll information when required and address any payroll related complaints that may arise from any authorized person.
- Timely issuance of P9 to all staff at the end of the calendar year
- Point of contact at Kenya Revenue Authority (KRA) on all Pay as you Earn (PAYE).
- Ensure that Oxfam is compliant to all laws that relate to payroll processing.
- Prepare and submit monthly reports/returns to Amref and Pension schemes.
- Liaise with service providers to reflect software improvements and ensure that the process is aligned with the latest organizational requirements.
Financial Controls and Risk Management
- Support with the implementation of policies, operational controls and procedures to ensure efficient and accurate services.
- Act as final check to arrest any exposure and manage financial and fraud risk within the organization that may impact on the business units. This includes clear understanding of HR, Logistics and Finance Policies to ensure that the payment processing, coding and accounting is correctly done according to policy.
Audit and Compliance
- Facilitates the external and internal audit by ensuring that documents are availed during audits.
- Implement the finance related audit recommendations from various audits and maintain a tracker of all audit queries.
- Support internal and external audit process.
- Submission of KRA annual company returns.
- Ensures all statutory deductions are made and remitted on time including WHT etc.
- Ensures that records with KRA and are well documented and filled, ITAX is well utilized and risks is assessed, and any measures taken to maintain zero risk with the regulatory bodies.
- Maintain all KRA Oxfam’s I-Tax Ledgers.
- To ensure an efficient service delivery and regular feedback and communication is given as necessary on progress, where there are challenges or information is necessary.
AOSA Account Management
- Overall oversight of the Account.
- Monitor payments made/receipts through this account.
- Provide AOSA committee with financial report as and when it is required.
Most importantly, every individual at Oxfam International Secretariat needs to be able to:
- Live our values of INCLUSION, ACCOUNTABILITY, EMPOWERMENT, COURAGE, SOLIDARITY and EQUALITY
- Ensure you commit to our ORGANIZATIONAL ATTRIBUTES (including adhering to the Code of Conduct):
- Be committed to our feminist principles and to applying them in your day-to-day behaviour and your work. Be ready to keep learning, with accountability to those who experience oppression as a result of their identities, such as their gender, race/ethnicity, disability, class, or LGBTQIA identity.”
2. Be committed to undertaking Oxfam’s safeguarding training and adhering to relevant policies, to ensure all people who come into Oxfam are as safe as possible.
EXPERIENCE, KNOWLEDGE & COMPETENCIES
- Systems Thinking
- Mutual accountability
- Appropriate accounting qualification supported by membership of a relevant professional body (e.g., Chartered or Certified Accounting body)
- Experience in Financial Accounting and Financial Operations – including demonstrable, solutions-focused customer service skills.
- Knowledge of Kenya’s Statutory, applicable laws/ taxation, regulation, payroll management, and prevalent practices in International NGO sector.
- Significant experience with an ERP finance system, preferably Dynamics 365 and Peoplesoft
- High levels of computer literacy with advanced proficiency in MS Excel
- A high level of self-motivation and ability to work with limited supervision and deliver outcomes in a timely way.
- Able to work on own initiative, under pressure and to meet deadlines
- Good communication and interpersonal skills
- Shows evidence of high level of planning skills and working understanding of project cycle.
- Proven analytical, organizational and problem-solving skills.
- Excellent written and verbal communication skills in English- – including excellent attention to detail to enable the delivery of accurate outcomes.
- Flexibility to work non-standard hours may be required to engage with and support stakeholders across multiple time zones.
- Experience working in a culturally and linguistically diverse environment.
- Experience with a business intelligence tool
SAFER RECRUITMENT: Oxfam is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and promoting the welfare of children, young people and adults. Oxfam expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us. Offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks.
- Job City Nairobi