FINANCE ASSISTANT - IFC

Background / General description:

The International Finance Corporation (IFC), the private sector arm of the World Bank Group, promotes sustainable private sector investment in developing countries as a way to reduce poverty and improve people’s lives. The IFC Nairobi office is seeking to recruit a Finance Assistant responsible for financial and accounting related functions for the office.

Duties and Accountabilities:

Reporting to the Regional Financial Controller (RFC) of the Sub-Saharan Africa Department, the Finance Assistant will perform the following key duties:

SAP/Imprest Administration

• Processing and payment of the following in SAP:
• local staff salaries and benefits
• consulting contracts, fee invoices
• purchase orders 
• travel advances and other travel-related expenses
• all other payables and miscellaneous payments
• writing checks and initiating electronic payments
• Monthly reconciliation of bank accounts
• Ensuring that imprest fund and petty cash are adequately funded at all times through regular monitoring and replenishment;
• Timely recording of office (shared) expenses
• Where applicable, monitoring and processing refund for VAT and other reimbursable taxes
• Monthly review of expenses for accuracy, and ensuring timely corrections/adjustments of erroneous transactions
• Consulting and interacting with clients inside and outside IFC to effect timely payments and resolve accounting-related issues
• Monitor office supplies inventory and purchases.

Fixed Assets Administration

• Posting all asset procurements and disposals in conformity with WBG policies and procedures
• Ensuring all assets are properly identified, tagged and recorded in SAP
• Ensuring all assets are appropriately covered by insurance
• Ensuring regular physical inventory is conducted and that all missing items are reported and appropriately resolved.

Travel

• Reviewing documentation for travel requests and Statements of Expense
• Providing guidance to travelers and ensure that World Bank Group travel policies and procedures are followed.

Other Responsibilities

• Ensuring that all financial records and files (e.g., supporting documents for expenditures, contracts, purchase orders, fixed asset inventory, etc) in the office are well organized, maintained and updated
• Acting as the focal person in the office on all World Bank Group policies and procedures relating to SAP, imprest and petty cash
• Ensuring that office vehicle usage policies and procedures are adhered to, analyzing the trends in maintenance/fuel costs and advising the Unit Manager as appropriate
• Reconciling vouchers on visitors usage of the office. Ensuring that the office is reimbursed for personal calls, copies, vehicle usage and other personal costs
• Acts as contact person for internal and external audits of the office on behalf of the RFC
• Ensures that office vehicle usage policies and procedures are adhered to, analyses the trends in maintenance/fuel costs and advices the Unit Manager as appropriate
• Performs other duties as required

Selection Criteria:

• Degree in finance, accounting or related field;
• At least two years’ relevant work experience in a busy office environment;
• Proficiency in using advanced functions on standard computer applications (Windows applications: WORD, EXCEL, POWERPOINT etc)
• Knowledge of and ability to execute diverse and intricate work procedures related to the timely processing and production of assigned outputs and supporting administrative activities
• Ability to retrieve reference materials from various sources (e.g., databases or other filing systems, joint library, internet, etc.)
• Demonstrated use of initiative and ability to make appropriate linkages in work requirements and anticipate next steps
• Ability to follow through on team priorities in the absence of the team leader and respond to requests for information;
• Ability to pass relevant World Bank Group tests as required
• Sound organizational skills and ability to prioritize and deliver assignments as required and ability to work under pressure and to meet tight 
• Strong written and oral communications skills, fluency in English is essential

Success factors of the job are: prioritization of work, teamwork, initiative and excellent attitude towards work in a constantly changing environment, demonstration of ability to work under pressure, ability to handle multiple tasks simultaneously and distribute time effectively.

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