Finance Assistant – Kenya: Unlock Your Career with Johanniter International

Finance Assistant – Kenya: Unlock Your Career Potential with Johanniter International Assistance

Background:

Johanniter-Unfall-Hilfe e.V. (www.thejohanniter.org) is a German Non-Governmental Organization making significant impacts in Emergency Response and Preparedness, Health, and Livelihoods across Latin America, Southeast Asia, Africa, and Europe. Our operations in Kenya, since 2005, have been pivotal in supporting local partners in areas such as health care, disaster risk reduction, nutrition, food security, and livelihoods. With our office in Nairobi since 2011, we continually enhance our Kenya program, collaborating closely with local partners.

Overall Job Purpose:

As a Finance Assistant in Kenya, your primary responsibility is to manage and record transactions into the SUN field upload template, ensuring seamless payments to suppliers based on invoices generated from Logistics and Administrative Offices. Your role involves meticulous processing of payment vouchers, ensuring supporting documentation is available and appropriately signed. Join our team in maintaining financial transparency and reliability.

Strategy and Vision:

• Actively support Johanniter’s values and shape program work accordingly.
• Collaborate with the Finance Coordinator and Finance Officer to develop and implement Johanniter International Assistance strategy in your area of responsibility.
• Contribute to the global strategy of Johanniter International Assistance.

Administrative Duties:

Responsible Cash & Bank Management:

• Manage USD/EUR/KES cash & bank books effectively.
• Record daily transactions into the SUN upload template, ensuring compliance with organizational financial guidelines.
• Conduct weekly Cash Counts for safekeeping.
• Ensure accuracy and completeness of cash/bank books and proper filing of financial documents.

Processing and Payment to Suppliers/Vendors:

• Receive payment requests, prepare payment vouchers, and submit to Finance Officer for review and approval.
• Release approved payments, ensuring proper documentation, stamps, and signatures.
• Organize invoices chronologically and maintain meticulous filing.

Cashbook Management:

• Maintain the Cashbook in the specified SUN upload template, ensuring accurate and detailed recording of transactions.
• Support monthly balance sheet and bank reconciliations.

Support to Ensure Accountancy Quality:

• Manage cash boxes and maintain advances register.
• Validate expenditures according to Johanniter’s Validation Thresholds.
• Ensure proper filing of invoices and financial documents.
• Check adherence to purchasing procedures.

Administrative Procedures:

• Keep all finance files up to date and ensure the file database is current.
• Support retrieval of documentation for reviews and audits.
• Receive, distribute, circulate, and file incoming documents.
• Ensure full compliance with financial procedures.

Person Specification:

Professional Qualification and Experience:

• Degree in Business Administration, Accounting, or Management.
• Minimum of one (1) year of solid experience in financial management and administration in an NGO/INGO setting, or six (6) months of internship experience with an International Organization.
• Proficient in Excel, Word, and computerized accounting.
• Knowledge of the SUN System or any accounting software is essential.
• Kenyan national.

Skills:

• High integrity and honesty.
• Ability to multitask with attention to detail.
• Excellent interpersonal, communication, negotiation, and representation skills.
• Accurate and precise work style.
• Organizational and prioritization skills.
• Flexibility, adaptability, teamwork, discretion, responsibility, and innovation.
• Fluency in English, knowledge of local languages is an advantage.

How to Apply:

Johanniter is an equal opportunity employer that values diversity. Candidates with disabilities are encouraged to apply. We conduct background checks, including criminal records and references.

Applications should be sent to recruitment.kenya@johanniter.de by 5:00 pm, 7th February 2024. Please include a cover letter, CV, Certificates of Service from past jobs, and contact details of three former supervisors or HR responsible. Use “Finance Assistant Kenya” as the subject line, and indicate your earliest date of availability.

Expert Tips To Be A Successful Applicant for Finance Assistant Kenya:

1. Showcase Your Financial Proficiency: Highlight your experience and skills in financial management and administration, emphasizing any NGO/INGO exposure.
2. Excel in Communication: Demonstrate excellent interpersonal and communication skills, as collaboration is key in our dynamic work environment.
3. Attention to Detail Matters: Showcase your ability to multitask while maintaining a stringent eye on detail, a crucial skill for successful financial management.
4. Illustrate Organizational Skills: Provide examples of your organizational and prioritization skills, as these are vital for efficient transaction recording and cashbook management.
5. Emphasize Integrity: Stress the importance of integrity and honesty in your professional approach, essential qualities for maintaining Johanniter’s financial transparency.
6. Adaptability is a Plus: Illustrate your flexibility and adaptability, key attributes for success in our diverse and innovative team.
7. Language Skills: Highlight your fluency in English, and if applicable, any knowledge of local languages in Kenya, showcasing your ability to navigate diverse environments.
8. Express Commitment to Johanniter’s Values: Showcase how you align with Johanniter’s values and your commitment to shaping program work accordingly.
9. Provide Clear Evidence of Past Achievements: Share specific examples of achievements in financial management or related areas during your past experiences.
10. Include a Thoughtful Cover Letter: Craft a cover letter tailored to the Finance Assistant role, expressing your genuine interest and how your skills align with Johanniter’s mission.

Sample Cover Letter for a Finance Assistant Position:

Dear Hiring Manager,

I am writing to express my sincere interest in the Finance Assistant position at Johanniter International Assistance, as advertised. With a Bachelor’s degree in Business Administration and a solid year of experience in financial management and administration within an NGO/INGO setting, I am confident in my ability to contribute effectively to your esteemed organization.

During my tenure at [Previous Organization], I honed my skills in meticulous transaction recording, cashbook management, and adherence to financial guidelines. My proficiency in computerized accounting, specifically with the SUN System, positions me as a strong candidate for this role.

In my previous position, I actively collaborated with various departments, particularly the Logistics team, streamlining payment processes and ensuring seamless financial operations. My commitment to financial transparency and reliability aligns seamlessly with Johanniter’s values, and I am eager to contribute to the implementation of the organization’s global strategy.

One of my key strengths is my attention to detail, demonstrated through my ability to identify and rectify errors in financial documents, preventing potential discrepancies. I believe this attribute is essential for maintaining the accuracy and completeness of cash/bank books, a responsibility outlined in your job description.

I am impressed by Johanniter’s commitment to diversity and equal opportunity. As an individual committed to the highest standards of integrity, I look forward to contributing to Johanniter’s mission of making a positive impact on Emergency Response and Preparedness, Health, and Livelihoods.

Enclosed with this letter is my detailed CV, Certificates of Service, and contact details for three former supervisors. I am excited about the opportunity to further discuss how my skills and experiences align with the requirements of the Finance Assistant position at Johanniter International Assistance.

I am available at your earliest convenience for an interview and look forward to the possibility of contributing to the success of your organization. Thank you for considering my application. I am enthusiastic about the prospect of joining Johanniter International Assistance and contributing to its impactful work.

Best Regards,

[Your Full Name]

[Your Contact Information]

Frequently Asked Questions:

1. Q: What qualifications are required for the Finance Assistant role at Johanniter? A: The ideal candidate should have a degree in Business Administration, Accounting, or Management, with at least one year of solid experience in financial management and administration in an NGO/INGO setting or six months of internship experience with an International Organization.
2. Q: How can I showcase my financial proficiency in the application? A: Highlight specific examples of your financial management skills, emphasizing any experience in NGO/INGO settings and proficiency in computerized accounting, especially with systems like the SUN System.
3. Q: What languages are preferred for the Finance Assistant position? A: Fluency in English is essential. Knowledge of local languages in Kenya would be an added advantage.
4. Q: How can I demonstrate adaptability in my application? A: Provide examples of situations where you demonstrated flexibility and adaptability, showcasing your ability to thrive in diverse and dynamic work environments.
5. Q: Are candidates with disabilities encouraged to apply? A: Yes, Johanniter is an equal opportunity employer that values diversity. Candidates with disabilities are strongly encouraged to apply.
6. Q: How important is attention to detail in the Finance Assistant role? A: Attention to detail is crucial for successful financial management. Highlight instances from your past experiences where meticulous attention to detail played a significant role.
7. Q: Can you provide insights into the interview process for the Finance Assistant position? A: Shortlisted candidates will be invited via email for interviews. Be prepared to discuss your financial management experiences, showcase your interpersonal skills, and align your values with Johanniter’s mission.
8. Q: What is the earliest date of availability candidates should mention in their applications? A: Candidates should indicate their earliest date of availability in their applications.
9. Q: How does Johanniter ensure the safety of vulnerable populations? A: Background checks, including criminal records and reference checks, are conducted to protect the vulnerable and prevent abuse.
10. Q: Does Johanniter charge any application/recruitment fees? A: No, Johanniter is an equal employer and does not charge any application/recruitment fees.

Possible Finance Assistant Interview Questions With Answers:

1. Q: How do you ensure accuracy in recording transactions in the SUN field upload template? A: I meticulously cross-verify each transaction, adhering to organizational financial guidelines, and ensure proper allocation of booking text descriptions and L-codes.
2. Q: Can you share an experience where your attention to detail played a crucial role in financial management? A: In my previous role, I identified an error in an invoice, preventing a potential financial discrepancy. This showcased the importance of attention to detail in maintaining financial accuracy.
3. Q: How do you approach cash counts and ensure the safety of cash boxes? A: I conduct weekly Cash Counts in the presence of the Finance Officer and follow organizational guidelines for the safekeeping of cash boxes.
4. Q: How do you handle discrepancies in expenditures and ensure adherence to validation thresholds? A: I carefully validate expenditures by considering Johanniter’s Validation Thresholds and check all supporting documents for conformity before processing payments.
5. Q: How do you manage competing priorities and deadlines in a fast-paced NGO environment? A: I prioritize tasks based on urgency and importance, ensuring deadlines are met. My ability to multitask while maintaining attention to detail allows me to navigate fast-paced environments effectively.
6. Q: How do you contribute to the transparency and reliability of financial processes? A: I support monthly reconciliations and maintain accurate records, ensuring compliance with financial procedures. This contributes to the overall transparency and reliability of financial processes.
7. Q: Can you provide an example of successfully collaborating with other departments for seamless financial operations? A: In my previous role, I collaborated closely with the Logistics department, streamlining the process of receiving payment requests and ensuring efficient processing of payment vouchers.
8. Q: How do you stay updated on changes in financial regulations and best practices? A: I actively engage in continuous professional development, attend relevant workshops, and stay informed about changes in financial regulations and best practices through industry publications and networks.
9. Q: How do you handle the organization’s financial documentation and ensure compliance with audit processes? A: I maintain up-to-date finance files, support document retrieval for audits, and ensure full compliance with financial procedures, contributing to a smooth audit process.
10. Q: How do you adapt to changes in donor budget lines and ensure accurate financial reporting? A: I stay vigilant for changes in donor budget lines, work closely with the Finance Coordinator, and update the SUN upload template accordingly to ensure accurate and timely financial reporting.

Best wishes on your application, and we look forward to welcoming a new member to our dedicated team at Johanniter International Assistance!