• To ensure timely entry of supplier invoices for payment in line with CIFOR_ICRAF policies and procedures and prompt reconciliations of balance sheet accounts. The staff will also ensure that prepayments are promptly cleared as and when the supporting documents are received.

Duties and responsibilities

Supplier accounts management and payments:

• Review all invoices and related documents before journalizing to ensure that all supporting documents are properly attached, approved and are in line with the laid down CIFOR_ICRAF policies and procedures. 


• Review and post all prepayments to the correct supplier accounts.


• Liquidation of all HQ prepayment monthly. 


• Review all utility bills to ensure that all supporting documents are properly attached and approved in reference with CIFOR_ICRAF policies and process on a timely manner.


• Ensure VAT reversals are done for suppliers whose VAT exemption certificates have been received and dispatched. \

Corporate cards management:  

• Sending credit card statements to staff and posting expenses to staff personal accounts monthly. Monthly payment and uploading of AMEX file to the AMEX platform. 


• Preparation of credit card applications for new eligible staff.


• Card issuance on eligible joiners and Cancelation for leavers and providing responses with regards to queries raised from staff.

Assist with consultancy and partners advance journalizing and payments:

• Review and journalize consultancy & partners payments and ensure that all supporting documents are properly attached, approved and are in line with policies and procedures.


• Generate payments runs to process the amounts due in payables accounts as per agreements with the consultants.


• Commitment Ledger. In consultations with procurement and program staff ensure clearance of commitments monthly.


• Follow up to ensure invoices are received for prepaid orders and expensed to the correct charge codes promptly.


• Generating payment runs for payment registered.


• Generate payments runs to process the amounts due in payables accounts as per agreements with the suppliers and the due dates on the invoices. 


• Ensure suppliers payments are not delayed.


• Assist with journalizing of chargebacks.


• Assist with monthly review and posting of ICT (Leasing and Service) chargebacks to the correct charge codes for ICRAF Nairobi, country offices supported and hosted Institutions.


• Assist with monthly review and posting of facility (office space) chargebacks to the correct charge codes for ICRAF Nairobi and hosted Institutions.


• Assist with reconciling reconciliations are done for Operations and ICT incomes against the budget


• Balance sheet reconciliations. Monthly reconciliations of main suppliers, sundry suppliers, deposits, prepayment, and operations accrual accounts.


• Ensure that operations accruals are done as per CIFOR_ICRAF policies and procedures, and monthly reviews are done to ensure only valid accruals remain in the account.

Audit.: Timely preparation and submission of audit schedules.  Availing Audit documents and responding to Audit queries in a timely manner during both External and Internal Audit

Internal Controls

• Ensure compliance to policies and safeguard of CIFOR_ICRAF assets.


• Evaluate and communicate internal control deficiencies in a timely manner to the supervisor. Perform any other tasks assigned by the Supervisor and Finance Manager – Accounting.

Requirements

• Bachelor’s degree in Finance/Accounting/Economics. CPA(K).


• 3 years relevant working experience in a finance department.


• Experience in handling payables.


• Experience in reconciliation of accounts. Experience in handling external audits.

Education, knowledge and experience

• Bachelor’s degree in Finance/Accounting/Economics.


• CPA(K).


• 3 years relevant working experience in a finance department.


• Experience in handling payables.


• Experience in reconciliation of accounts.


• Experience in handling external audits.

Terms and conditions

• This is a Locally Recruited position. CIFOR-ICRAF offers competitive remuneration in local currency commensurate with skills and experience.


• The initial appointment will be for two (2) years, inclusive of a six-month probationary period, with the possibility of extension contingent upon performance, continued relevance of the position and available resources.


• The duty station will be in Nairobi, Kenya CIFOR-ICRAF Offices.