Background information about the job or company (e.g., role context, company overview)

The International Livestock Research Institute (ILRI) works to improve food security and reduce poverty in developing countries through research for better and more sustainable use of livestock. ILRI is a CGIAR research centre - part of a global research partnership for a food-secure future.

Responsibilities or duties

Fixed Assets Management:

• Reconcile ILRI’s consolidated fixed assets ledger and register at the end of each month and perform monthly checks to ensure all assets are accurately recorded in line with the Asset Policy.
• Keep records of the Institute’s fixed assets by location, custodian, costs and net book values.
• Coordinate the annual physical verification of assets, reconcile the results with the fixed assets ledger, and take necessary actions to maintain an accurate asset register.
• Compute depreciation charge monthly, check its completeness and propose resultant booking journals
• Coordinate the posting of ILRI CAPEX in regional and field offices (procured via Nairobi procurement office) with accountants, regional administration officers, procurement and stores as and when the transaction/supply is done.
• Ensure timely updates to the asset register following asset disposals or related changes by liaising with the relevant departments.

Inventory Management:

• Maintain monthly reconciliation of the inventory sub ledger to the General ledger, this includes the fuel.
• Organise stock takes (quarterly, half and annual) and reconcile the physical count results to the inventory ledger and stores bin cards as per policy.

Capital budget monitoring and reporting:

• Record and report capital spend versus budget every month.
• Review all capex payment requests/invoices/Purchase orders before payment is processed.
• Monitor the assets control account and capitalize all assets upon receipt, installation &/or commissioning.
• Liaise with procurement and user/ custodian to Insure Assets on transit & after receipt by ILRI.

General Insurance:

• Maintain a monthly schedule of claims and compensations and reconcile with users and insurance company.
• Manage day to day matters of the Institute’s General Insurance.
• Provide list of insurable assets schedule to underwriters and follow up on claims.

Others:

• Ensure proper filling of all documentation relating to this function both in physical and soft copy forms.
• Provide additional support on demand to the clients of the unit.
• Train the alternate position all aspects of this job to ensure continuity.
• Help other unit members to learn and transfer knowledge on the role’s responsibilities.
• Contribute to identifying asset related risks and ensure their recording on the finance risk matrix.
• Support audit processes by providing fixed asset movement schedules and relevant support documents.
• Can be called upon to work on tasks relating to other units within finance.

Qualifications or requirements (e.g., education, skills)

Requirements

• Bachelor’s degree in finance or accounting or its equivalent.
• Full accounting qualifications- CPA (K) or ACCA.
• Strong computer skills, with solid proficiency in Microsoft Office, particularly Excel.
• Proficiency in computerized accounting systems is required, with experience working with an Enterprise Resource Planning (ERP) system being highly preferred.
• Strong computer skills, with solid proficiency in Microsoft Office, particularly Excel
• Strong analytical skills

Experience needed

At least five years of relevant work experience.

Any other provided details (e.g., benefits, work environment, team info, or additional notes)

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• Reconcile ILRI’s consolidated fixed assets ledger and register at the end of each month and perform monthly checks to ensure all assets are accurately recorded in line with the Asset Policy.
• Keep records of the Institute’s fixed assets by location, custodian, costs and net book values.
• Coordinate the annual physical verification of assets, reconcile the results with the fixed assets ledger, and take necessary actions to maintain an accurate asset register.
• Compute depreciation charge monthly, check its completeness and propose resultant booking journals
• Coordinate the posting of ILRI CAPEX in regional and field offices (procured via Nairobi procurement office) with accountants, regional administration officers, procurement and stores as and when the transaction/supply is done.
• Ensure timely updates to the asset register following asset disposals or related changes by liaising with the relevant departments.
• Maintain monthly reconciliation of the inventory sub ledger to the General ledger, this includes the fuel.
• Organise stock takes (quarterly, half and annual) and reconcile the physical count results to the inventory ledger and stores bin cards as per policy.
• Record and report capital spend versus budget every month.
• Review all capex payment requests/invoices/Purchase orders before payment is processed.
• Monitor the assets control account and capitalize all assets upon receipt, installation &/or commissioning.
• Liaise with procurement and user/ custodian to Insure Assets on transit & after receipt by ILRI.
• Maintain a monthly schedule of claims and compensations and reconcile with users and insurance company.
• Manage day to day matters of the Institute’s General Insurance.
• Provide list of insurable assets schedule to underwriters and follow up on claims.
• Ensure proper filling of all documentation relating to this function both in physical and soft copy forms.
• Provide additional support on demand to the clients of the unit.
• Train the alternate position all aspects of this job to ensure continuity.
• Help other unit members to learn and transfer knowledge on the role’s responsibilities.
• Contribute to identifying asset related risks and ensure their recording on the finance risk matrix.
• Support audit processes by providing fixed asset movement schedules and relevant support documents.
• Can be called upon to work on tasks relating to other units within finance.

• Strong computer skills, with solid proficiency in Microsoft Office, particularly Excel.
• Proficiency in computerized accounting systems is required, with experience working with an Enterprise Resource Planning (ERP) system being highly preferred.
• Strong analytical skills

• Bachelor’s degree in finance or accounting or its equivalent.
• Full accounting qualifications- CPA (K) or ACCA.