Finance and Accounting Specialist

Posting date: 30 April 2024
Deadline of application: May 06, 2024
Position Type: Full -time
Company/Division: inSupply Health
Hiring Manager: Regional Finance and Operations Manager
Location: Nairobi, Kenya

Description:

iinSupply Health is an East African health advisory firm that designs people-centered, scalable, sustainable
supply chain solutions. We focus on optimizing data visibility and use, workforce development, and
continuous performance improvement. inSupply operates as a social enterprise, aiming for business
sustainability while achieving our social mission. We aim to transition short-term supply chain fixes into
sustainable solutions that transcend specific projects or funding streams. Our work focuses on
democratizing access to quality, affordable, contextualized supply chain learning and innovations so local
and regional supply chain actors can improve the performance and efficiency of their supply chains and
health systems towards better health outcomes.

inSupply Health is headquartered in Nairobi, with a branch in Dar es Salaam, and is affiliated with JSI
Research & Training Institute, Inc. (JSI). Our team of dynamic local consultants works closely with public
and private sector clients to design optimized, responsive, and resilient supply chain systems that deliver
essential health products such as antimalarial and HIV medications, vaccines, and contraceptives in
complex settings. We pioneer innovative approaches by taking proven methodologies from the
commercial sector to adapt them to the context. We also co-create solutions with our clients so they can
own, implement, and continuously improve their systems independently in the long term.

Overview:

As a Finance and Accounting Specialist, you will play a vital role in ensuring the financial health of
inSupply Health. You will be responsible for the accurate and timely recording of financial transactions,
managing budgets, and ensuring compliance with donor regulations, allowing inSupply Health to deliver
its programs and maximize its impact effectively. You will be expected to demonstrate and uphold the
highest standards of ethics, integrity, and confidentiality.

Responsibilities:

Specific responsibilities include, but are not limited to:

Accounting

• ● Oversee the Finance Associate in the day-to-day accounting including ensuring documentation
  associated with financial transactions meets inSupply and client/donor requirements, entering
  transactions into Microsoft Dynamics Business Central, reconciling advances and projecting and
  tracking expenditures and accruals.
  ● Provide support to inSupply Health Tanzania as may be requested by the RFOM.
  ● Ensure monthly accounts are generated by the 10th after the previous month ends.
  ● Ensure all inSupply accounts (Kenya and Tanzania) are reconciled and any variances explained.
  ● Update expense tracking file and generate financial reports and invoices for RFOM review on a
  monthly basis and submit by the contractual deadline;
  ● Enter payments towards invoices and any other revenue, ensuring that it is accounted
  appropriately in accounting books;
  ● Ensure all accounting systems in the company meet with the accounting principles and
  safeguard the resources of the company.
  ● Responsible for ensuring filing and updating of financial documents in shared google drive and
  hard copies are done and in line with finance and office procedures.

Organizational and Project Finance

● Maintain and ensure the use of the coding (Project Numbers and Accounting Numbers) system for
all financial transactions.
● Create monthly cash flow projection reports and submit them to the Regional Finance and
Operations Manager (RFOM). This includes proactively collaborating with the CEO, Activity
Managers, and Regional Technical Advisors to update and present spent and projected project
work plan activity costs.
● Work with the RFOM to request advances from clients and track payments for invoices, to
maintain cash flow.
● Conduct spot checks and prepare a reconciliation report with inSupply’s auditor to prepare and
submit year-end audit reports.
● As needed, guide the Finance Associate in gathering documentation for client audits; review
monthly accounts to ensure documentation completeness and accuracy.
● Submit relevant withholding and VAT payments to the Kenya Revenue Authority.
● Process monthly statutory deductions and other staff deductions, in line with the Kenyan existing
laws and deadlines.
● Under the oversight of RFPM, update and monitor project and indirect budgets and generate
variance reports.
● Assist the RFOM in budgeting for proposals with inputs from the technical team.
● Prepare the monthly payroll for the RFOM’s review.
● Workwiththemanagementteamonquarterly updating of the organizational budget.
● Work with the Grants Specialist to ensure project compliance, and reporting is followed; alert
project leads/activity managers and the RFOM on any financial issues regarding project
spending.
● Ensure consistent implementation of inSupply’s financial and operational policies, donor rules,
and contract terms.
● Collaborate with the RFOM to develop and improve financial tools, document all organizational
financial procedures, ensure organizational compliance, and mitigate financial risk.
● Maintain an up-to-date and comprehensive understanding of contracts, grant terms and
conditions, and alert the RFOM of any compliance issues. Act as a resource person to staff on
guidance for compliance issues.
● Maintain project financial files and deliverables per client/donor terms and conditions
● Perform other duties as assigned.

Grants and Contract Management
● In collaboration with the RFOM, inSupply CEO, Kenya Practice Lead, and JSI Finance and
Operations Manager develop and update systems and tools for contracts and grants
management including manuals, assessment tools, grant awards, and contracts trackers.
● Coordinate with the RFOM on donor communication.
● Work with Grants and Compliance Advisor to track receivables for the contract/grant and ensure
invoices and advance requests are submitted in a timely manner.
● WorkwiththeTechnical Team to update project work plan budgets on a regular basis.
● Ensure consistent implementation of inSupply’s financial and operational policies, donor rules
and contract terms. Work with RFOM and Kenya Team Lead to develop and improve standard
operating procedures (SOPs), training, notices, and other tools to facilitate the organization’s
compliance with contracts, client regulations, and applicable laws and regulations.
● Maintain an up-to-date and comprehensive understanding of contracts, grant terms and
conditions, and requirements and alert the RFOM of any compliance issues. Act as a resource
person to staff on guidance for compliance issues.
● Ensure and maintain project contractual files and deliverables per client/donor terms and
conditions
● Negotiate insurance policies that adequately cover the organization’s business operations,
including commodity loss or damage, product liability, and errors and omissions, working with
licensed insurance brokers.
● Monitor and update organizational contracts such as leases, memoranda of understanding
(MOUs)

Other Duties

● Perform other duties as assigned.

Required Qualifications and Experience:

 Education

• Bachelor’s degree in Accounting, Finance, or Business Management or equivalent (Required):
  Membership in CPA or any other relevant professional qualifications (ACCA, CIMA)
  ● A Master’s degree in (Finance, Accounting, or Business Administration) will be an added
  advantage
  ● CPA(K)/ACCA or its equivalent
  ● Member of the Institute of Certified Public Accountants or a relevant professional body

Experience:

• At least 6-9 years of professional experience, including increasingly responsible grants
  experience, preferably with an international donor-funded organization.
  ● Strong Financial background (accountancy and financial management)
  ● Excellent analytical skills (ability to analyze budgets and make financial forecasts)
  ● Proven ability to translate analysis and evaluation into operational planning and strategy
  ● Good written and verbal communication skills
  ● Good influencing and negotiation skills
  ● Experience working with Microsoft Dynamics Business Central.
  ● Strong team work skills, self-management, proactive, and clear communication abilities.
  ● Proven ability to lead, manage, and build capacity in teams.
  ● Excellent writing, communication, prioritization, and organizational skills.
  ● Proficiency in Google Suites and MS Office packages, particularly Word, Excel, and
  PowerPoint.
  ● Proficiency in English.
  ● Ability to coordinate multiple tasks and work independently

How to apply:

 inSupply is an equal-opportunity employer. We value diversity and are committed to creating an
inclusive environment based on mutual respect for all employees. We do not discriminate based on
age, sex, disability status, religion, ethnic origin, colour, race, marital status, or other protected
characteristics. Women and minority candidates are encouraged to apply.

inSupply Health is a child-safe organization, and the safety and well-being of children are a priority
for our organization. We have robust recruitment procedures to ensure that all staff are suited to
work with the children served by our programs.

inSupply does not charge a fee at any stage of its recruitment process and only shortlisted
candidates shall be contacted using a company’s email address.