Supported by the Consultative Group on International Agricultural Research (CGIAR), CIAT –TSBF is a non-profit organization that conducts socially and environmentally progressive research aimed at reducing hunger and poverty and preserving natural resources in developing countries. The Tropical Soil Biology and Fertility Institute of CIAT -TSBF operates as an integral part of the CIAT research program and is housed at the ICRAF Campus, Nairobi, Kenya. The goal of CIAT-TSBF is to contribute to human welfare and environmental conservation in the tropics by developing adoptable and suitable soil management practices that integrate the biological, chemical and socioeconomic processes that regulate soil fertility and optimize the use of organic and inorganic resources.
Position SummaryThe Accounts Assistant has the responsibility of providing timely and efficient accounting support to staff of the Finance Unit at CIAT-TSBF. The Accounts Assistant works very closely with the Project Accountants to ensure that accounting processes across the organization flow in a smooth manner and he/she is responsible to ensure the timely movement of paperwork and signatures and proper filing and retrieval of documents. The position reports directly to the Finance Officer.
- Payment Processing
- Develop and maintain (with FOs supervision) an efficient and effective payment processing schedule to be shared with all staff
- Maintain a calendar of signatory’s travel to ensure smooth flow of payments
- Scrutinize incoming invoices and demand notes for legitimacy
- Analyze and journalize invoices
- Prepare payment vouchers and print cheques
- Ensure proper filing of financial and accounting records for easy retrieval
- Monthly Analysis of Accounts Payable and Receivables
- ● Conduct a monthly review of balances with a view to regularising them ensuring that there are no credit balances in receivables or debit balances in payables
- ● Review invoices payables
- ● Follow up to clear overdue payments by initiating payment process
- ● Raise invoices and/or follow up in respect of receivables
- ● Review travel claims/advance
- ● Manage billings as may be appropriate
- ● Track receivables
- Monthly analysis of Expense accounts
- Review balances on a monthly basis with a view to regularising them ensuring that there are no credit balances in expense accounts or debits in income
- Ensure adjustments are made whenever inconsistencies are noticed
- Travel legalisation
- Track the process of accounting for travel advances by ensuring returns are properly filled and appropriate receipts and tickets attached before they are received in finance unit
- Ensure prompt preparation of the Journal Vouchers
- Ensure all unused travel advance is returned; if not an entry is included on the JV converting this advance into an accounts receivable
- Ensure that accounting for advances is done within the period stipulated after return to station
- Oracle Data entry:
- Capture data from payment and adjustment vouchers into the Oracle system.
- Budget Execution Reporting
- Assist with Regular printing of the Budget Execution Reports
- Occasionally assist with preparation of Budget Execution summary
- Any other duties as may be assigned by the Finance Officer
Criteria for Success
- Must be able to work independently with minimal supervision, but also participate as a team member in accomplishment of duties.
- Possess excellent ability with figures, good judgement and a high level of respect for confidentiality.
- Strong ability to co-ordinate, prioritise and organize workload; take initiative and work under pressure.
- Ability to work in a multi-cultural environment.
- Commitment to TSBF-CIAT’s mission and core values.
- Requirements
- Degree or Higher Diploma in a relevant subject with proven finance and accounting skills
- Should have attained a minimum of CPA II
- At least two (2) years of relevant work experience in a closely related field gained in an international organization;
- High level of computer skills, ability to handle complex financial and accounting systems including knowledge of one of the accounting software and ability to learn new applications quickly.
ICRAF/CIAT-TSBF is an equal opportunity employer and offers a collegial and gender-sensitive working environment. The position is on local terms and will be for an initial period of two (2) years, renewable subject to six (6) months probation period, assessment of performance and availability of resources. Applicants are invited to send a cover letter illustrating their suitability for the above position against the listed qualifications, competencies, skills together with a detailed curriculum vitae, including names and addresses of three referees. All correspondence should be addressed to the Human Resources Unit, World Agroforestry Centre (ICRAF), P.O. Box 30677-00100, Nairobi, Kenya OR via email: icrafhru@cgiar.org. Applications will be considered until 26th January 2010 and should indicate “Application for Accounts Assistant -CIAT-TSBF” on their application letters and email submissions.
Only short-listed applicants meeting the above requirements will be contacted.
We invite you to learn more about us at:
http://www.ciat.cgiar.org/
