Background

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Objective

Our client is an NGO seeking to engage a Chief Accountant/Admin responsible for conducting independent and objective evaluations. This role plays a critical function in assessing the effectiveness and efficiency of processes, identifying areas of potential risk or non-compliance, and providing recommendations for improvement. He/she will also collaborate with various departments to promote accountability, transparency, and the achievement of organizational objectives.

Key Responsibilities:

GENERAL MANAGEMENT

• Provide line management and professional leadership to the Finance team, and ensure that effective and efficient administrative support is provided for finance and accounting services.
• Ensure compliance with policies, operating/administrative procedures, and systems established by the company
• Promote initiatives that support delivery of quality financial management services by the company.
• Facilitate regular departmental team meetings to promote communication and information sharing, discuss performance standards and compliance, staffing, monitor general trends in client complaints and other concerns and/or developments.
• Manage duty roster, annual leave and other leave for Finance staff and ensure adequate cover for staff absences.
• Manage the orientation and induction of new staff.
• Maintain an effective performance management process for the Finance team.
• Ensure compliance with relevant laws and regulations, tax requirements, internal policies and procedures, and contractual obligations in the areas of responsibility.
• Ensure compliance with all statutory reporting requirements and tax regulations.

BUDGETING AND FORECASTING

• Lead the annual budgeting process by coordinating with department heads to develop accurate and realistic financial targets.
• Create financial models and projections, incorporating various assumptions and scenarios to support decision-making.
• Monitor budget variances, investigating and explaining significant deviations from the approved financial plan.
• Prepare financial forecasts and scenario analyses to assist senior management in planning and resource allocation.

AUDIT PLANNING AND EXECUTION

• Develop and implement a risk-based annual audit plan, considering the company objectives, regulatory requirements, and industry best practices.
• Conduct audits of various operational areas, including financial processes, revenue cycles, procurement, inventory management, and human resources.
• Perform risk assessments and develop audit programs and procedures to evaluate controls, identify weaknesses, and assess compliance with policies and regulations.
• Execute audits, including conducting interviews, examining records, and analyzing data, reviewing processes, and testing internal controls.
• Document audit findings, observations, and recommendations in comprehensive audit reports, and present them to management and stakeholders.

CASH MANAGEMENT AND BANKING

• Monitor and control all bank accounts operated by the company to ensure that they are adequately covered and operated in compliance with policy and procedures.
• Reconciliation of cashier shift reports against the system reports and validating the same against the bank
• Verification of petty cash expenses before reimbursement
• Confirmation of patient refund requests in the financial system, Mpesa, Card and bank statements to facilitate refunds.
• Ensure timely banking of all revenues received, that funds are deposited in, payments made from the correct/designated accounts, and banking slips and bank statements are securely kept.
• Facilitate cost effective and value (for money) banking services (interest rates, exchange rates and transactions charges).
• Prepare monthly cash-flow statement and support in ensuring the cash flow is managed effectively by monitoring the activities and operations of the bank accounts, inflows, payments and balances to ensure the company meets its obligations when due.
• Ensure that periodic reconciliation of internal accounts and bank accounts is undertaken and un-reconciled items are addressed without loss of time.

AUDIT FOLLOW-UP AND QUALITY ASSURANCE

• Monitor and track the implementation of audit recommendations, ensuring timely and effective resolution of identified issues.
• Conduct follow-up audits to verify the adequacy and sustainability of remedial actions for reported findings.
• Maintain a system for tracking and reporting the status of audit recommendations to management and the board of directors.
• Participate in quality assurance reviews of the internal audit function, identifying opportunities for improvement in audit methodologies, processes, or reporting.

STOCK AND ASSET MANAGEMENT

• Develop a robust programme for receiving purchases with relevant staff, record purchases and maintain an accurate updated stock database in the system
• Prepare and distribute daily, weekly, monthly and ad-hoc inventory levels and consumption reports to all the relevant departments.
• Establishing and implementing inventory management policies and procedures.
• Lead and Perform daily weekly and monthly physical stock checks in all the departments and highlight variances to the management.
• Coordinate with supply chain team to implement and ensure control system to reduce damage, breakage and inventory obsolescence.
• Reviewing obsolete/redundant inventory.
• Ensure that asset register is up to date in line with the finance policy.

Qualifications and Requirements

• Bachelor’s Degree in Accounting, Finance, Commerce or related field.
• CPA (K) completed.
• ICPAK membership.
• 7-10 years’ experience in accounting/finance.
• At least 3 years in a senior accounting/finance management position
• Experience overseeing both finance and administration operations.

• Provide line management and professional leadership to the Finance team, and ensure that effective and efficient administrative support is provided for finance and accounting services.
• Ensure compliance with policies, operating/administrative procedures, and systems established by the company
• Promote initiatives that support delivery of quality financial management services by the company.
• Facilitate regular departmental team meetings to promote communication and information sharing, discuss performance standards and compliance, staffing, monitor general trends in client complaints and other concerns and/or developments.
• Manage duty roster, annual leave and other leave for Finance staff and ensure adequate cover for staff absences.
• Manage the orientation and induction of new staff.
• Maintain an effective performance management process for the Finance team.
• Ensure compliance with relevant laws and regulations, tax requirements, internal policies and procedures, and contractual obligations in the areas of responsibility.
• Ensure compliance with all statutory reporting requirements and tax regulations.
• Lead the annual budgeting process by coordinating with department heads to develop accurate and realistic financial targets.
• Create financial models and projections, incorporating various assumptions and scenarios to support decision-making.
• Monitor budget variances, investigating and explaining significant deviations from the approved financial plan.
• Prepare financial forecasts and scenario analyses to assist senior management in planning and resource allocation.
• Develop and implement a risk-based annual audit plan, considering the company objectives, regulatory requirements, and industry best practices.
• Conduct audits of various operational areas, including financial processes, revenue cycles, procurement, inventory management, and human resources.
• Perform risk assessments and develop audit programs and procedures to evaluate controls, identify weaknesses, and assess compliance with policies and regulations.
• Execute audits, including conducting interviews, examining records, and analyzing data, reviewing processes, and testing internal controls.
• Document audit findings, observations, and recommendations in comprehensive audit reports, and present them to management and stakeholders.
• Monitor and control all bank accounts operated by the company to ensure that they are adequately covered and operated in compliance with policy and procedures.
• Reconciliation of cashier shift reports against the system reports and validating the same against the bank
• Verification of petty cash expenses before reimbursement
• Confirmation of patient refund requests in the financial system, Mpesa, Card and bank statements to facilitate refunds.
• Ensure timely banking of all revenues received, that funds are deposited in, payments made from the correct/designated accounts, and banking slips and bank statements are securely kept.
• Facilitate cost effective and value (for money) banking services (interest rates, exchange rates and transactions charges).
• Prepare monthly cash-flow statement and support in ensuring the cash flow is managed effectively by monitoring the activities and operations of the bank accounts, inflows, payments and balances to ensure the company meets its obligations when due.
• Ensure that periodic reconciliation of internal accounts and bank accounts is undertaken and un-reconciled items are addressed without loss of time.
• Monitor and track the implementation of audit recommendations, ensuring timely and effective resolution of identified issues.
• Conduct follow-up audits to verify the adequacy and sustainability of remedial actions for reported findings.
• Maintain a system for tracking and reporting the status of audit recommendations to management and the board of directors.
• Participate in quality assurance reviews of the internal audit function, identifying opportunities for improvement in audit methodologies, processes, or reporting.
• Develop a robust programme for receiving purchases with relevant staff, record purchases and maintain an accurate updated stock database in the system
• Prepare and distribute daily, weekly, monthly and ad-hoc inventory levels and consumption reports to all the relevant departments.
• Establishing and implementing inventory management policies and procedures.
• Lead and Perform daily weekly and monthly physical stock checks in all the departments and highlight variances to the management.
• Coordinate with supply chain team to implement and ensure control system to reduce damage, breakage and inventory obsolescence.
• Reviewing obsolete/redundant inventory.
• Ensure that asset register is up to date in line with the finance policy.

• Bachelor’s Degree in Accounting, Finance, Commerce or related field.
• CPA (K) completed.
• ICPAK membership.
• Experience overseeing both finance and administration operations.