FINANCE ASSISTANT AT FAIRTRADE AFRICA

JOB DESCRIPTION: FINANCE ASSISTANT AT FAIRTRADE AFRICA

Title: Finance Assistant – Nairobi, Kenya

Summary: Fairtrade Africa (FTA), the leading network organization representing Fairtrade certified producers and workers in Africa, seeks a dynamic Finance Assistant to join our team in Nairobi, Kenya. As a Finance Assistant, you will play a crucial role in supporting the execution of FTA’s financial policies, systems, and procedures. This position requires meticulous attention to detail, strong financial management skills, and the ability to maintain accurate books of accounts. If you’re passionate about contributing to the socio-economic empowerment of African producers and workers, we encourage you to apply.

Job Responsibilities:

Financial Management:

• Ensure accurate and timely posting of financial data into the accounting system, including receipts, payments, and journals.
• Process invoices, payments, and grants, ensuring accuracy and adherence to organizational policies.
• Update creditors’ accounts and assist in monthly bank reconciliation statements.
• Participate in budget drafting and monitoring, providing regular reports to department managers.
• Assist in internal audit reviews by providing necessary information.
• Prepare and submit monthly statutory deductions on time.
• Act as a banking agent responsible for all FTA bank accounts.

Filing and Procurement:

• Maintain and update supplier database.
• Establish an effective filing system for the finance department.
• Process procurement requisitions for the secretariat.

Qualifications:

• Diploma in Accounting, Finance, or related field.
• Membership in a professional body such as CPA or ICPAK.

Experience and Knowledge:

• 1-3 years of accounting experience.
• Knowledge of financial systems, accounting systems, and budgetary control.
• Familiarity with Kenyan tax laws.

Skills:

• Strong financial management and accounting skills.
• Proficiency in data entry, records maintenance, and bookkeeping.
• Excellent analytical, written, and oral communication skills.
• Proficiency in MS Office, particularly MS Excel.
• Strong organizational skills and attention to detail.
• Ability to work with different accounting packages.
• Good customer service skills.

Application Deadline: March 22, 2024

Application Process:

• Access the application form on our website: Fairtrade Africa Vacancies
• Queries can be directed to recruitment@fairtradeafrica.net or by calling +254 202721930 or +254 704180169.
• Qualified applicants will undergo background checks.
• Applications should be saved in the applicant’s name and emailed to recruitment@fairtradeafrica.net.
• Include a statement on how you meet essential requirements, email address, telephone contacts, and three referees’ contact details.

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Expert Tips To Be A Successful Applicant for Finance Assistant:

1. Highlight Relevant Experience: Tailor your application to showcase your experience in financial management and accounting.
2. Demonstrate Attention to Detail: Emphasize your ability to maintain accurate records and adhere to financial procedures.
3. Showcase Analytical Skills: Provide examples of times when you utilized analytical skills to solve financial challenges.
4. Communicate Effectively: Ensure your application and communication skills are clear and concise.
5. Excel Proficiency: Highlight your proficiency in MS Excel, a crucial tool for financial analysis and reporting.
6. Emphasize Teamwork: Showcase instances where you collaborated with others to achieve financial goals.
7. Express Interest in Fairtrade’s Mission: Demonstrate your passion for Fairtrade’s mission of empowering African producers and workers.
8. Provide References: Include references who can attest to your financial management skills and work ethic.
9. Follow Application Instructions: Adhere to the application process outlined in the job description to ensure your application is considered.
10. Prepare for Interviews: Anticipate questions related to financial management and be prepared to provide concrete examples of your experience.

SAMPLE COVER LETTER FOR A FINANCE ASSISTANT POSITION

[Your Name]

[Your Address]

[City, State, Zip Code]

[Your Email Address]

[Your Phone Number]

[Date]

Hiring Manager

Fairtrade Africa

[Organization Address]

Nairobi, Kenya

Dear Hiring Manager,

I am writing to express my interest in the Finance Assistant position at Fairtrade Africa, as advertised. With a diploma in Accounting and over three years of experience in financial management, I am excited about the opportunity to contribute to your mission of improving the socio-economic conditions of African producers.

During my tenure at [Previous Company], I honed my skills in financial data analysis, budget monitoring, and internal audit preparation. I am particularly adept at maintaining accurate records and ensuring compliance with organizational policies and procedures. My experience aligns well with the responsibilities outlined in the job description, and I am eager to leverage my expertise to support Fairtrade Africa’s initiatives.

I am impressed by Fairtrade Africa’s commitment to empowering African producers and workers, and I am enthusiastic about the prospect of being part of such a meaningful cause. I am confident that my analytical abilities, attention to detail, and strong communication skills make me a valuable addition to your finance team.

Thank you for considering my application. I look forward to the opportunity to discuss how my qualifications align with the needs of Fairtrade Africa. Please find my application attached, as per the instructions provided.

Sincerely,

[Your Name]

Frequently Asked Questions:

1. What qualifications are required for the Finance Assistant position?
   • A diploma in Accounting, Finance, or a related field is required, along with membership in a professional body such as CPA or ICPAK.
2. What experience is necessary for this role?
   • Applicants should have at least 1-3 years of accounting experience, with knowledge of financial systems and Kenyan tax laws.
3. How can I apply for the Finance Assistant position?
   • Access the application form on our website and follow the instructions provided. CVs will not be accepted.
4. What is the application deadline?
   • The application deadline is March 22, 2024.
5. Will background checks be conducted on applicants?
   • Yes, background checks are a pre-condition of employment for qualified applicants.
6. How should I format my application?
   • Save your completed application form with your name and the position (Finance Assistant) and email it to recruitment@fairtradeafrica.net.
7. What language should applications be written in?
   • Applications should be written in English.
8. Can I include additional documents with my application?
   • Follow the instructions provided on the application form. Additional documents may be requested if needed.
9. How will I know if my application has been successful?
   • Only shortlisted candidates will be contacted for further consideration.
10. Is there any application/recruitment fee?
    • Fairtrade Africa is an equal opportunity employer and does not charge any application or recruitment fee, whether refundable or not.

Possible Finance Assistant Interview Questions With Answers:

1. Can you explain your experience with financial management and accounting systems?
   • Answer: “In my previous role at [Previous Company], I was responsible for maintaining accurate financial records using various accounting systems. I regularly reconciled accounts and prepared financial reports for management review.”
2. How do you ensure compliance with organizational financial policies and procedures?
   • Answer: “I meticulously review all financial transactions to ensure they comply with organizational policies and procedures. I am proactive in seeking clarification on any discrepancies and follow established protocols for resolution.”
3. How do you handle budget monitoring and reporting?
   • Answer: “I actively participate in budget drafting and monitoring, providing regular reports to department managers. I utilize spreadsheet software to track expenses against budgeted allocations and identify variances for further analysis.”
4. Can you provide an example of a time when you identified and resolved a financial discrepancy?
   • Answer: “During a routine audit, I discovered an error in the recording of a transaction that had resulted in an overstatement of revenue. I immediately investigated the issue, corrected the entry, and implemented additional controls to prevent similar errors in the future.”
5. How do you prioritize tasks in a fast-paced work environment?
   • Answer: “I prioritize tasks based on deadlines and importance, ensuring that critical tasks are completed on time. I also maintain open communication with colleagues to coordinate workflow and address any urgent issues as they arise.”
6. How do you handle confidential financial information?
   • Answer: “I understand the importance of confidentiality in handling financial information. I adhere strictly to data protection policies and only share information on a need-to-know basis with authorized personnel.”
7. How do you stay updated on changes in financial regulations and tax laws?
   • Answer: “I regularly attend professional development seminars and workshops to stay abreast of changes in financial regulations and tax laws. I also subscribe to industry publications and participate in online forums to stay informed.”
8. Can you describe your experience with procurement processes?
   • Answer: “I have experience processing procurement requisitions and maintaining supplier databases. I ensure that procurement activities adhere to organizational policies and procedures and seek competitive bids to achieve cost savings.”
9. How do you handle challenging financial situations or tight deadlines?
   • Answer: “I remain calm under pressure and focus on finding practical solutions to challenging financial situations. I prioritize tasks strategically and seek assistance from colleagues when necessary to meet tight deadlines.”
10. What motivates you to work in the field of finance?
    • Answer: “I am motivated by the opportunity to make a meaningful impact through effective financial management. I believe that sound financial practices are essential for the success and sustainability of organizations, and I am passionate about contributing to their financial health.”

We wish you the best in your application process and remind you that Fairtrade Africa is committed to attracting and retaining the best employees from all races and backgrounds in our continued effort to become a better development partner. We are an equal employer and do not charge any application/recruitment fee, whether refundable or not.

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