Volunteer Accountant

Job Purpose

UCSPAK is seeking for Volunteer Accountant responsible for carrying out the function of financial accounting efficiently and ensuring financial management support is provided to meet the needs of operations and objectives of the organization projects and Programs effectively.

1. Responsibilities

1.Financial Management and Reporting

• Provide proactive support to program development by establishing systems and processes for sound finance and project management.
• Assist in budget and finance management, collaborating with program and funding teams to deliver quality, timely, and accurate data for program delivery, planning, decision-making, and risk management.
• Help in financial planning, management, and system development.
• Manage financial records and perform financial procedures such as receipts, payments, petty cash, and payroll, ensuring accurate documentation of transactions related to program activities.
• Ensure accurate data entry into the accounting system, system enhancement efforts and maintaining good housekeeping practices.
• Conduct financial reporting and posting on QuickBooks.
• Support procurement and purchases in coordination with relevant department.
• Help to organize and facilitate internal and external audits as per donor policies.
• Produce statutory accounts and legal returns as necessary.

2. Budget Management and Analysis:

• Collaborate with program teams to create and manage annual budgets.
• Monitor budget performance and provide regular updates to Directors.
• Prepare monthly management accounts.
• Assist to develop and manage annual and multi-year budgets, including periodic budget forecasts.
• Prepare and maintain cash flow analyses.
• Analyze monthly financial statements and convey analysis effectively to staff.
• Assist in preparing year-end accounts for audit.

3. Compliance and Procurement

• Implement UCSPAK Finance and Purchase Procedure for accountability, transparency, and compliance.
• Manage procurement function to ensure compliance with laws, rules, and regulations, ensuring transparency and accountability to achieve value for money.
• Prepare accurate purchase orders and ensure timely delivery.
• Collaborate with other departments to streamline procurement processes.
• Negotiate prices for selected procurement.
• Process procurement documents for timely payment of suppliers.
• Maintain accurate records and filing of procurement documents and inventory.
• Manage database of prequalified suppliers and existing contracts.

3. Administrative Support

• Assist in organizing meetings, conferences, and events.
• Obtain quotations, negotiate terms, and prepare bid analysis.
• Review, record, and prioritize purchasing requests, ensuring compliance and cost-effectiveness.
• Undertake basic office management duties as requested.

3. General Responsibilities

• Perform any other duties assigned by the organization.
• Address inquiries from staff regarding budgets, payments, and grants.
• Reconcile bank accounts and general ledger accounts.
• Process payroll and report payroll taxes.
• Resolve issues related to invoicing discrepancies.

2. Competencies & Attributes

Educational Background

• Bachelor’s degree in Accounting, Finance, Business Administration,related Field.
• Professional certification of Certified Public Accountant (CPA) Intermediate Level or its Equivalent.

Professional Experience

• Experience in working with Quick Books or similar accounting software .
• At least 1 year of work experience in a busy accounting, finance, or a related field, preferably in the non profit sector.
• Experience with financial management systems, budgeting, financial reporting, and compliance.
• Demonstrated experience in managing financial records, conducting financial analysis, and implementing financial policies and procedures.
• Experience with procurement processes, including vendor management and contract negotiation, is advantageous.
• Experience in organizing meetings, conferences, or events would be beneficial.
• Willingness for field travels

Skills and Competencies

• Strong understanding of accounting principles and financial management practices.
• Proficiency in Microsoft Office Suite, particularly Excel for financial analysis and reporting.
• Excellent analytical and problem-solving skills, with the ability to identify trends, variances, and improvement opportunities.
• Attention to detail and accuracy in financial record-keeping and reporting.
• Effective communication skills, both verbal and written, with the ability to convey complex financial information to non-financial stakeholders.
• Ability to work collaboratively in a team environment and across departments to achieve organizational goals.
• Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• High level of integrity and commitment to transparency and accountability in financial management.
• Adaptability and willingness to take on additional responsibilities as needed.
• Familiarity with legal and regulatory frameworks related to finance, procurement, and nonprofit governance would be beneficial.

3. Application Process

• To apply: Send your CV and a cover letter via our website (www.ucspak.ke) addressing the person’s specification and why you feel your experience matches the requirements of the role with Ref: UCSPAK /VA/2024.
• Only shortlisted candidates will be contacted.
• UCSPAK is an equal-opportunity employer that is committed to diversity and inclusion in the workplace.
• UCSPAK does not charge any application, processing, training, interviewing, testing, or other fee in connection with the application or recruitment process.
• All Applications should be received on or before Sunday 11.59 PM on 21^st April 2024.

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