Company’s Background & Details:
The Lutheran World Federation (LWF; German: Lutherischer Weltbund) is a global communion .The Department for World Service is the LWF’s humanitarian arm. It has programmes in 32 countries. The LWF is a member of ACT Alliance.The Assistant Finance Officer (AFO) – Nairobi will support the Finance Officer in managing payments, balance sheet accounts, and other financial processes for the LWF Kenya-Somalia Program. The role involves ensuring accurate and timely processing of transactions, assisting in balance sheet reconciliation, supporting the implementation of financial controls, and managing the archiving of finance-related documents. The AFO will contribute to the smooth operation of financial processes in Nairobi by assisting in cash flow monitoring, risk management, and financial reporting.
Employee's Key Responsibilities:
Payments Processing:
- Assist in the verification and processing of payment requests, ensuring all transactions are properly authorized, coded, and recorded in compliance with organizational policies.
- Prepare payment vouchers and ensure that all supporting documentation is complete and accurate.
- Liaise with suppliers and staff to resolve any payment-related issues and ensure timely disbursement of funds.
- Maintain and update payment records in the SAGE Accounting software, ensuring accurate and up-to-date records.
Balance Sheet Reconciliation:
- Assist the Finance Officer in the monthly reconciliation of balance sheet accounts, including payables, accruals, and prepayments.
- Identify and investigate discrepancies in balance sheet accounts, working with the Finance Officer to resolve issues promptly.
- Ensure that all balance sheet accounts are supported by appropriate documentation and are accurately reflected in the financial statements.
Sub-Ledger Management:
- Support the implementation and management of Sub-ledger modules in the SAGE Accounting software.
- Ensure that all transactions are accurately recorded in the Sub-ledger, and assist in the regular reconciliation of Sub-ledger accounts with the General Ledger.
- Provide support to other Finance Assistants and relevant staff on the use of Sub-ledger modules.
Cash Flow Monitoring:
- Assist in monitoring cash flow to ensure that adequate funds are available for operations.
- Help prepare cash flow forecasts in coordination with the Finance Officer and project managers.
- Support the Finance Officer in managing relationships with banks and ensuring efficient cash management.
Risk Management:
- Assist in identifying and assessing financial risks related to payments and balance sheet management.
- Support the development and implementation of risk mitigation strategies in collaboration with the Finance Officer.
- Monitor exchange rate fluctuations and assist in managing forex risks as directed by the Finance Officer.
Internal Controls and Compliance:
- Support the Finance Officer in maintaining strong internal controls to safeguard the organization’s assets.
- Ensure compliance with LWF’s financial policies, donor regulations, and relevant laws and regulations in all financial transactions.
- Assist in the preparation of internal and external audits by providing necessary documentation and support.
Archive Management of Finance Documents:
- Assist in managing the archiving of all finance-related documents, ensuring that records are organized, secure, and easily retrievable.
- Ensure that all financial documents, including contracts, invoices, receipts, and reports, are accurately filed and maintained in compliance with organizational and donor requirements.
- Implement and maintain an efficient archiving system that supports both physical and digital records, ensuring that documents are preserved according to retention policies.
- Regularly audit the archive to ensure that all documents are up to date and accessible to authorized personnel.
Financial Reporting and Analysis:
- Assist in the preparation of monthly, quarterly, and annual financial reports related to payments and balance sheet accounts.
- Conduct preliminary analysis of financial data to identify trends and anomalies, reporting findings to the Finance Officer.
- Help prepare financial statements and management reports for internal and external stakeholders.
Team Collaboration and Support:
- Work closely with the Finance Officer and other Finance Assistants to ensure the smooth operation of finance functions in Nairobi.
- Provide support to Finance Assistants in processing transactions and maintaining accurate financial records.
- Collaborate with Finance Officers and AFOs in other locations to ensure consistency and accuracy in financial reporting across all LWF Kenya-Somalia offices.
Requirements
Education: Bachelor’s degree in Finance, Accounting, or a related field. A professional qualification or partial qualification (e.g., CPA, ACCA) is an advantage.
Experience : Minimum of 3 years of experience in finance and accounting, with a focus on payments processing, balance sheet reconciliation, and document management. Experience in an NGO or international development organization is desirable.
Technical Skills:
- Proficiency in SAGE Accounting software or similar financial management systems.
- Strong Excel skills and experience with financial data analysis.
- Knowledge of basic financial reporting, reconciliation processes, and document archiving.
- Analytical Skills: Ability to analyze financial data and identify discrepancies or issues.
- Communication: Good written and verbal communication skills, with the ability to work effectively with non-financial stakeholders.
- Teamwork: Demonstrated ability to work collaboratively in a team environment, supporting colleagues and contributing to a positive work atmosphere.
- Attention to Detail: High level of accuracy and attention to detail, particularly in financial record-keeping, reporting, and document management.
Conclusion:
- Adaptability: Ability to work in a dynamic environment and adapt to changing priorities.
- Cultural Sensitivity: Understanding of and respect for diverse cultural contexts in humanitarian work.
- Stress Management: Ability to maintain composure and effectiveness under pressure, especially during peak financial periods.
- Commitment to continuous professional development in finance and accounting.
- Willingness to pursue relevant certifications or advanced training in financial management and document archiving.
- Ability to work extended hours during peak financial periods (e.g., month-end, year-end closings).
- Mental stamina to handle routine financial tasks and occasional high-pressure situations.
- Fluency in English (written and spoken) is essential.
- Knowledge of Swahili or Somali would be an advantage.
- Willingness to adhere to security protocols and guidelines, especially during field visits or in challenging environments.
- Ability to quickly adapt to and follow security measures in place for the Nairobi office and field locations.