Job Title:
Finance Analyst
Job Family:
HR/Finance
Directorate/Cluster:
People, Finance and Operations
Unit/Team:
Finance
Grade and Salary:
Grade C
Contract Type:
Permanent
Location:
Nairobi Kenya or Johannesburg, South Africa
Budget Holder:
Yes o No ox
Reports to: (incl matrix reporting)
Accounts Manager
Direct Reports :
None
Matrix Reports:
None
DBS (CRB) / Police Check:
Yes o No ox
Role Overview:
This role is responsible for ensuring that the Global Secretariat (GS) payroll processing and related financial transactions; accounting, and general finance processes are carried out efficiently and in line with relevant policies and procedures. This role has elements of both payroll and finance functions with around 70% dedicated to the payroll function and the remaining 30% to the finance function. This role also contributes to the review of payroll and finance processes with the aim of ensuring transactional excellence.
Areas of Responsibilities
Key Activities
Strategic Impact and contribution
Ensures that the Global Secretariat (GS) payroll, accounting and financial management processes are done in line with agreed policies and procedures
Works closely with others in the People, Finance and Operations Cluster to contribute to ActionAid’s payroll and finance systems, processes, and guidelines
System, Policies and Procedures and Product Management
Payroll Management
Ensures that all payrolls (includes UK, International, Kenya and, South Africa and other locations where GS staff are based) are accurately and timeously processed
Ensures that payroll recharges are processed timeously and accurately
Ensures accurate computation of nett salaries considering deductions, benefits and withholdings as advised by HR
Ensures that payroll and related tax documents e.g., EMP201, Tax Directives, P45 are filed and are readily available
Responsible for tax year end including tax certificates (EMP501, P9 etc)
Updates general ledger and payroll files to ensure that they reconcile to payroll reports
Prepares reconciliations, accounting files, records, and schedules
Resolves payroll queries and timeously responds to employee questions concerning payroll
Participates in payroll audits by providing information timeously as requested by auditors
Oversees employee payslip management. This includes ensuring that GS staff receive their payslips timeously and that any payroll related queries are responded to
Supports payroll and taxation compliance with governmental and statutory laws on payroll taxes and accounting
Managing Payments processing and remittances
Ensures that multi geographical invoice payments are processed and captured correctly
Ensures that all ActionAid International (AAI) suppliers are paid on a timely basis:
According to credit terms, and payments checklist
Appropriately authorised
in an appropriate form (e.g. Payment request form (PRF), Expenses, Funds Transfor forrms, Internal transfer, Per diem)
Prepares and processes remittance payments
Sends to supplier’s payment confirmation and remittances
Ensures that transactions are captured correctly, timeously, and accurately.
Maintains a reconciliation process with Treasury
Maintains all accounting documents
Maintains the Supplier’s Tracker and Remittances Tracker
Reviews the current payment process and assists with relevant automation required to make the process efficient
Ledger processing, maintenance, and management
Ensures timely posting of all transactions into the ledger.
Ensures that the balance sheet reconciliations are performed across various GS ledgers
Ensures integrity of ledger postings
Reconciles general ledger accounts on a timely basis.
Recharges management assistance
Capturing of all valid Recharges and follow up of non – valid recharges monthly.
Manage internal invoicing process where the recharge system is not used, including recharge of GS incurred costs to other units
Liaise with countries in ensuring intercompany confirmation on the charges quarterly
Bank and Cash management
Assist with the updating and maintenance of all bank mandates
Assist in liquidity management
Other Finance functions
Oversees credit card management
Attends to adhoc finance requests
The role holder will from time to time be required to carry out any other duties that are within the scope of the job
Issue Resolutions, Crisis/Risk Management
Assists in the preparation of internal and external audits, including planning and execution.
Assists in preparation of audit file and supporting documentation.
Contributes to Hub Finance annual audits including financial statements as well as consolidated audit support
Supports the implementation of Audit recommendation.
Finance, legal registration compliance
Provides information to relevant tax authorities and regulatory bodies in locations where GS staff are based
Prepares, files and submits returns to regulatory bodies for the GS
Proactively identifies risks and weaknesses in internal controls and work with the Accounts Manager to ensure that these weaknesses are resolved
Communications , Influencing and Coordination
Communicates with country staff, GS current and former staff members in order to resolve queries relating to payments, payroll, expense claims and other related areas
Advises staff and management on the appropriate Finance policies and processes
Liaises with the internal and external auditors and provides information as requested
Acts as a liaison between external auditors and internal stakeholders.
Communicates with and maintains a healthy relationship with AAI suppliers and service providers and resolves queries with a sense of urgency
Collaboration with other departments to promote efficiencies