Financial Accountant

World Vision · Karen

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With 75 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.

Come join our 31,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Key Responsibilities:

45% of time

Payments to Vendors / Suppliers

• Receipt of vendor invoices.
• Perform arithmetic check between the LPO’s and Invoices.
• Ensure relevant back-ups (contracts, Invoice, MOUs and certificates of completion) are attached.
• Ensure numeric accuracy of all the attached documents in ProVision System including the correct accounting codes.
• Indicate the Location code, Business unit and the PO number on the invoice.
• Process the withholding Tax VAT include amount payable.
• Ensure invoices are scanned to Shared Service Centre (SSC) mail address within 24 hours and Retained in their respective files.
• Follow up with SSC on the pending payments.
• Respond to SSC on coding issues, pending receipt, matching issues.
• Review invoice outstanding report, make necessary updates for submission to SSC.
• Request for urgent payments where necessary.
• Ensure timely processing of payment (within the 15 days) upon invoice receipt.
• Manage of account 59098 (split billing) by ensuring invoices sent to shared services clear any lump-sum amounts in thus account
• Ensure payment procedure is followed as per field finance manual (cancellation of documents, and use of approval grids)
• Update admin, P&C and other departments on the status of supplier payments.

End results:

Supplier payments are processed accurately, completely, and within established timelines, ensuring compliance with organizational policies, statutory requirements, and internal controls while maintaining strong supplier relationships and reliable financial records.

15% of time

Payments to Staff

In collaboration with the People & Culture (P&C) Department, manage the in-country payroll for International and National staff by:

• Preparing payroll journal entries in the SunSystems accounting system and facilitating payroll payment processing through the online banking platform.
• Updating payroll records with approved changes and supporting documentation, and processing payroll accurately on a monthly basis.
• Preparing and distributing pay slips to all international staff in a timely manner.
• Reviewing international payroll transactions for accuracy and reconciling payroll charges received from the Global Centre against the General Ledger.
• Liaising with the Global Centre payroll team to resolve payroll discrepancies, queries, and clarification requests.
• Recording payroll charges in the SunSystems accounting system and submitting supporting documentation for review and approval.
• Coordinating with payroll system service providers to facilitate system updates, enhancements, and changes.
• Ensuring payroll records are complete, accurate, and maintained in compliance with organizational policies and statutory requirements.
• Supporting month-end and year-end payroll reconciliations and ensuring payroll-related balance sheet accounts are accurately reconciled.
• Maintaining confidentiality of payroll information and ensuring appropriate access controls are observed at all times.

End Results:

Accurate and timely payroll processing is achieved, ensuring all staff are paid correctly, payroll records are maintained and compliant, payroll accounts are fully reconciled, and payroll information is securely managed. Effective coordination with internal and external stakeholders supports accurate financial reporting, compliance, and successful audit outcomes.

Concur Advances and Refunds

• Process all approved Concur advances and expense reimbursements twice weekly, ensuring timely and accurate disbursement to staff.
• Process approved advances and reimbursements received from Global Centre (GC) Accounting for hosted staff, in accordance with established schedules and procedures.
• Review, verify, and record all cash deposits and recoveries relating to Concur expenses, ensuring accurate allocation and documentation.
• Monitor outstanding staff advances and expense claims, following up on overdue accountabilities and recoveries as required.
• Prepare monthly reconciliations of staff loans, advances, and receivable balance sheet accounts (Accounts 150 and 155) by the 5th day of each month as part of the monthly reporting process.
• Ensure staff loan, advance, and receivable accounts are fully analysed, reconciled, and appropriately cleared on a monthly basis.
• Investigate and resolve reconciling items, discrepancies, and long-outstanding balances in a timely manner.
• Maintain complete and accurate supporting documentation for all Concur-related transactions and reconciliations for audit and compliance purposes.
• Provide support to staff on Concur advance, reimbursement, and settlement procedures to ensure compliance with organizational policies.

End results:

Staff advances, reimbursements, loans, and receivables are processed accurately and within established timelines, with all balances properly monitored, reconciled, and cleared. Financial records remain accurate, audit-ready documentation is maintained, outstanding items are promptly resolved, and staff comply with organizational policies through effective support and guidance.

10% of time

Payments to Statutory Bodies for Tax, statutory deductions and levies.

• Ensure monthly PAYE returns are prepared, reviewed, and submitted accurately and within statutory deadlines.
• Prepare and process payments relating to final dues and other off-payroll payments as they fall due.
• Capture statutory payment transactions in the SunSystems database and attach the relevant journal listings and supporting documentation to payment vouchers for review and approval.
• Prepare and distribute P9 forms to all national staff by the end of January each year.
• Provide support to staff and resolve queries relating to PAYE calculations, tax returns, and statutory deductions.
• Keep abreast of changes in tax legislation and statutory requirements and recommend necessary process updates to the Senior Finance Officer for approval and implementation.
• Prepare and facilitate the processing of VAT and Withholding Tax payments on a monthly basis, ensuring all supporting documentation is complete and accurate.
• Ensure taxes and other statutory obligations are remitted to the Kenya Revenue Authority (KRA) and other relevant authorities on or before the prescribed deadlines.
• Process and remit all statutory deductions, including NSSF, SHIF (or NHIF, as applicable), pension contributions, HELB deductions, SACCO deductions, loan repayments, and other authorized deductions within the stipulated timelines.
• Maintain accurate records of all statutory filings, payments, and supporting documentation for audit and compliance purposes.
• Reconcile statutory liability accounts monthly and promptly investigate and resolve any discrepancies.

End Results:

All statutory taxes, payroll deductions, and regulatory obligations are processed, remitted, and reported accurately and within prescribed deadlines, ensuring full compliance with applicable laws and regulations. Statutory records and liability accounts are accurately maintained and reconciled, staff receive timely support on tax and deduction matters, and complete audit-ready documentation is available to support financial reporting, compliance, and regulatory requirements.

15% of time

Balance Sheet Analysis/Management.

• Manage and analyze supplier and employee accounts, ensuring all balances are accurately reviewed, reconciled, and settled within agreed timelines.
• Prepare detailed schedules and perform regular analysis of balance sheet accounts to ensure completeness, accuracy, and timely reconciliation.
• Reconcile and monitor key balance sheet accounts, including suppliers (accounts payable), employee accounts, staff advances, loans, payroll-related liabilities, and taxes payable.
• Investigate and resolve outstanding reconciling items and aged balances in a timely manner.
• Ensure supporting documentation is maintained for all balance sheet accounts and is readily available for audits and management review.
• Work closely with relevant departments to clear outstanding balances and maintain the integrity of financial records.
• Identify and report unusual transactions, trends, or discrepancies requiring management attention.
• Support month-end and year-end closing activities by ensuring balance sheet accounts are fully reconciled and supported.

End Results:

Balance sheet accounts are accurately analysed, reconciled, and maintained to ensure the integrity of financial records. Supplier, employee, payroll, tax, loan, and advance balances are settled within agreed timelines. Outstanding items and discrepancies are promptly investigated and resolved. Complete supporting documentation is maintained to support financial reporting, audits, and month-end and year-end close processes.

10% of time

Filing System Management

• Manage and maintain the organization's filing and records management systems.
• Periodically review filing systems and recommend improvements to document management and archiving processes, ensuring compliance with organizational policies, applicable laws, and technological advancements.
• Maintain and update a tracking system for documents filed, archived, retrieved, or disposed of.
• Conduct periodic inspections of physical and electronic records to ensure proper classification, storage, legibility, security, and preservation.
• Retrieve and provide documents and information in response to requests from authorized internal and external stakeholders, including auditors and government agencies.
• Ensure all records are accurately filed, easily accessible, and retained in accordance with approved retention schedules and statutory requirements.
• Support the secure archiving and disposal of records in line with organizational policies and regulatory requirements.

• Maintain confidentiality and security of records and information at all times.

 End results:

Records are accurately filed, securely maintained, and readily accessible in compliance with organizational and statutory requirements. Document tracking, archiving, retrieval, and disposal processes are effectively managed and kept up to date. Records are regularly reviewed to ensure proper classification, preservation, and security. Complete, confidential, and audit-ready documentation is maintained to support operational and regulatory needs.

5% of time

Any other duties as required

Required Education, training, license, registration, and/or

Certification: Bachelor of Commerce, Economics, Accounting or Finance, Business management/ Administration or related degree.

Certified Public Accountant (CPAK)

Required Professional Experience:

1.     Minimum of 5 years’ relevant experience in a busy & dynamic environment in the following areas;

• Accounts Payable Management.
• Financial Reporting
• Tax Administration (PAYE, VAT & Withholding Taxes etc)
• Internal Controls & Audit Support
• Supplier Relationship Management

2. Experience with ERP Systems.

3. Experience with Advanced Ms. Excel.

4. Competency of SunSystem will be an added advantage.

Applicant Types Accepted:

World Vision is a Christian humanitarian organisation with a mission centred on following Jesus Christ in service to the world´s most vulnerable children. Therefore, in all locations to the fullest extent legally permissible, the successful applicant will affirm our core documents, observe conduct compatible with Christian principles, serve at a high level of professional ethics and strive to act in accordance with cultural sensitivities. Furthermore, regular attendance with team and office devotions, chapel and prayer gatherings are expected in line with policies in the World Vision host location and its departments.

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