Position Title: Accounts Officer- Oxfam International

LOCATION: Nairobi, Kenya

CONTRACT TYPE: Open-ended

INTERNAL JOB GRADE: D1

DEPARTMENT AND TEAM

• Operations Department
• Finance Operations Team

SALARY: D1

HOURS (FTE) 1 FTE

FLEXIBLE WORKING

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 and working from home options.

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 and cashflow. This role sits within the Shared Service Centre in Nairobi and supports the accounting function for the Shared Services Centre and processes payments for other countries.

JOB PURPOSE: Under the supervision of the Finance Operations Manager and the local Financial Accountant, the Accounts Officer ensures that the Shared Services Centre maintains a high standard of accounting and financial control.

This includes ensuring that the Nairobi based programme payments are handled on time and correctly and cash/bank books are recorded on a daily basis. Other duties include: bank Reconciliation, preparing Supplier payment runs, Petty Cash Floats and excel spreadsheet preparation of Payroll information.

ROLE REPORTS TO: Finance Operations Manager

ROLES REPORTING TO THIS POST: None

BUDGET RESPONSIBILITY: None

KEY RESPONSIBILITIES (Technical, Leadership, People and Resource management)

Strategic Finance Processes

1.Responsible for maintaining Finance team mailbox and ensuring completion of workflow received through Finance inbox.

2.Working with Microsoft Dynamics 365 ERP system (“MD365”) on a daily basis.

3.Responsible for all aspects of purchase ledger and payments including but not limited to:

• Ensuring maximum impact of the Oxfam International Shared Service Unit and responsible for processing all payments related to the Nairobi based programmes/business units
• Ensuring policies and procedures are adhered to – daily
• Working with the Procurement Team to action fully approved supplier invoices – weekly
• Inputting invoice/credit notes details & scanning invoices into Dynamics 365 – daily
• Handling payment related inquiries from both Suppliers and internal departments
• Processing payments on Dynamics 365 and Citibank – Supplier Invoices/ Staff Expenses & Credit Cards – Weekly
• Monitoring and processing all Expenses claims and ensuring that the relevant approvals are obtained and process all payments – as required
• Monitoring payments and expenses to staff who have outstanding monies owed on credit cards & floats -as required
• Reconciling credit cards, including ensuring that all credit card returns are appropriately authorized – monthly
• Posting and reconciliation of expenditure in Dynamics 365 – weekly
• Monitoring and ensuring recovery of any personal expenses made on the Secretariat’s Credit Card – monthly
• Reconciling Supplier accounts – monthly
• Running supplier ageing reports – monthly
• Provide Payment Remittance to Affiliates, Vendors etc. – as required.

4.Responsible for all aspects of Sales Ledger maintenance, including but not limited to:

• Working with the local Financial Accountant to raise recharges to business units and affiliates on a timely basis
• Ensuring that all income requests are properly supported, for instance agreeing requests to underlying Memorandum of Understanding (“MOU”) or funding agreements
• Reconciling Receivable control account against total customer balances – monthly
• Raising income requests from Affiliates – monthly
• Reconciling customer accounts – monthly
• Managing balance related queries from both Affiliates or external auditors
• Sending out Monthly statements to Affiliates, Customers, Regional Platforms and Vendors to ensure MD365 balances are in agreement with Receivable, Payable and Control Accounts.

5.Responsible for all aspects of Bank and Cash maintenance, including but not limited to:

• Allocating payments received on Citibank against income requests – weekly
• Reconciling Nairobi held Bank Accounts in Dynamics 365 (KES, GBP, EURO & USD) twice monthly
• Following up any receipts or payments that require further investigation -weekly
• Monitoring balances on bank accounts on a daily basis to ensure sufficient balances to cover anticipated requirements and alert the Finance Operations Manager to surplus or low levels of funds
• Managing & reconciling the Secretariat’s Petty Cash Balances (KES,GBP, EURO, USD & various other currencies 14), including the issue and return of floats to staff and subsequent chasing & recording and reconciliation of said floats -as required
• Ensuring that all transactions on Citibank are posted to Dynamics 365 – daily ct as primary point of contact for day to day matters with the bank -as required
• Verbally confirming new bank details with vendors.

Other key tasks:

Payroll

• Support the Financial Accountant and Finance & Payroll Officer as required and provide cover during holidays or periods of absence.
• Upload salaries and statutory payments to Citibank for authorization.

Other

• Support statutory audit processes and donor audits.
• Ad hoc tasks as requested from time to time by the Finance Operations Manager.

PERSON SPECIFICATION

Most importantly, every individual at Oxfam International Secretariat needs to be able to:

• Live our values of INCLUSION, ACCOUNTABILITY, EMPOWERMENT, COURAGE, SOLIDARITY and EQUALITY (read more about these here)
• Ensure you commit to our ORGANIZATIONAL ATTRIBUTES (including adhering to the Code of Conduct)

1. 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

ESSENTIAL

• Self-Awareness
• Systems Thinking
• Mutual accountability

In addition:

• Appropriate accounting qualification supported by membership of a relevant professional body (eg. Chartered or Certified Accounting body) – either AAT or 3 years + experience of a similar role
• Significant experience with an ERP finance system, preferably Microsoft Dynamics 365 accounting system
• Experience in all aspect of financial accounting and experience in managing Debtors and Creditors Ledgers, Control Accounts and Bank Reconciliation
• Use of Control Accounts and thorough understanding of double entry
• 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
• Excellent written and verbal communication skills in English- – including excellent attention to detail to enable the delivery of accurate outcomes.

Desirable

• 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.