Job Description

To assist the Accountant with regard to contracts processing, compliance, payments, reports, financial support, guidance, information, and advice in the delivery of the subsidiary companies and projects strategic capital and operating expenditures.

Responsibilities

• Assist the Accountant in collating the required information (such as the project plan, billing schedule, and resourcing) to prepare project commencement.
• Maintain project-related records, including contracts and purchase orders, payments, etc.
• Create and post-project accounts in the accounting system or as directed.
• Assist in the preparation of project contracts, bidding documents, etc.
• Review and recommend for approval supplier and contractor invoices related to any project.
• Conduct high-quality analysis, interpret project variances and submit variance reports to the Accountant with respect to budget/forecast and actual project costs.
• Undertake financial and accounting activities for projects including journals, forecasting, budgeting, and reporting.
• Contribute significantly to the sound financial management of projects by working as an active partner to project managers.
• Maintain positive and productive relationships with key stakeholders particularly project managers and schedulers.
• Maintain the project costing system including project set-up; ensuring all processes are up to date, implement new control procedures to manage cost allocation and cost reporting as necessary.
• Prepare cheque and on-line payments for review by the Accountant with correct supporting documentation.
• Manage projects Petty cash.
• Prepare and promptly ensure settlement of statutory and other payroll deductions i.e. PAYE, NSSF, NHIF, Withholding tax, HELB, related to staff in the projects if any.
• Prepare monthly accounts for review by the Finance Manager ensuring the accuracy of the data.
• Ensuring proper book of accounts are kept and maintain a sound archiving (filing and retrieval) system.
• Prepare various supporting schedules to the financial statements to facilitate annual reporting and assisting in the fieldwork process.
• Prepare year-end accruals and monthly reconciliation of the accruals and make journals where necessary.
• Prepare payroll for the project and conduct monthly reconciliation of the payroll control code.
• Any other reasonable duty assigned by management.
• Ensure effective internal controls, timely response to queries, and appropriate coordination with the Accountant.
• Undertake banking transactions, including the management of petty cash and bank account reconciliation, and the preparation of monthly field expenses.
• Prepare funds transfer requests as required and submit them for approval.
• Assist in the monitoring of consultant’s (Engineers) expenses against contracts; ensure invoices are processed in a timely manner.
• Monitor contractor payments, ensure accuracy, and that records are kept for all transactions.
• Monitor project expenditure, manage cash flow to project accounts, and advise Accountants of any issues.
• Support procurement processes, ensuring all asset and material purchases comply with the procurement policy and within the allowable expenditure.
• Compile, analyze and interrogate cost data for use in developing future budgets, forecasts, proposals, and quotations;
• Develop project margins, profitability, costing, and pricing information /reporting as required; Assist in developing new methods to report financial and non-financial information for the business;
• Undertake any other duties that may be required by the line manager.

Skills and Qualifications

• Bachelor’s degree in accounting, business, finance, economics, or related.
• A qualified professional accountant (CPA 2), ACCA, or equivalent and membership with an internationally recognized professional accounting institute).
• KCSE B and above.
• Sound knowledge and practical application of accounting standards and financial management practices.
• Demonstrated experience (2-3 years) in a business and financial operations of a medium commercial organization, with exposure to relevant management/project accounting practices.
• Be conversant with the principles of a project management life cycle and the financial implications throughout.
• Demonstrated ability to deliver accurate and timely financial information to support management decision making.
• Demonstrated ability to communicate financial information to people with a nonfinancial background.
• Sound communication skills, both verbal and written.
• Strong computer skills, including experience in the use of financial management systems (ERP).
• Must be honest, fair, and just with self and others, and demonstrates integrity in work and business contacts.
• Demonstrated ability to operate on own, consult and clarify where necessary and make informed decisions.
• The holders must be a person who can work well in a team-oriented environment.