ICIPE Accountant Job Vacancies in Kenya

icipe is a world-class research centre with a mission to alleviate poverty by ensuring food security, improving health, protecting the environment and building the capacity of researchers and communities across the

developing world through the application of insect sciences.

Employing more than 500 national and international staff, icipe is headquartered in Nairobi, Kenya with outposts in Ethiopia and on the shores of Lake Victoria in western Kenya.

icipe has a proud reputation and history of delivering world-quality science that has made
crucial contributions to African food and health policy, delivered development outcomes to rural communities, and has been at the forefront of building Africa’s biological research capacity.

The Centre’s research activities span the African continent with partnerships linking research organisations, not only across Africa, but also the globe. In addition, more than 100 graduate students and a number of postdoctoral fellows contribute to icipe’s research portfolio annually.

icipe seeks to recruit an Accountant—General Accounting (Payables). The position is tenable in Nairobi at the icipe Duduville campus. The position is for an initial fixed-term of 2 years, renewable, based on performance
and availability of funds. This is a nationally recruited position.

Overall Purpose of the Job

The position holder will be responsible for:

Matching, compiling and verifying of supplier invoices for payment;

Data input relating to supplier invoices;

Reconciliation of supplier statements with the supplier accounts;

Application for VAT exemption on supplier invoices with VAT amounts and reversal;

Prepayment tracking;

Processing of utility bills;

Processing of travel invoices (local and international);

Generating and preparing of monthly reports;

Ensuring that supplier remittances are sent to the supplier once payment is done;

Preparing of guest centre performance reports;

Any other tasks that may be assigned by the Supervisor.

Specific Duties

Matching, compiling and verifying of supplier invoices for payment

Receives invoice duly stamped and signed by user acknowledging receipt of goods or services from the supplier to his/her satisfaction;

Confirms that user requested for the goods or service and that an LPO was raised by the Procurement department with reference to the requisition after sourcing the supplier;

Confirms that a copy of the LPO was sent to the supplier to deliver the goods or provide the service as indicated on the supplier’s invoice;

Confirms that the invoice and LPO are matching. In a case where the invoice is more than the LPO, request a supplementary LPO for the difference;

Submits invoices for payment to the Treasury department when payment falls due after the invoice has been processed and approved.

Data input relating to supplier invoices

Receives invoice indicating the requisition reference;

Confirms that the requisition has been approved by the voteholder, respective Accountant (depending on whether the project to be charged is restricted or core), and Treasury Accountant;

Processes the invoice(s) through manual data input in the Sun System and batches them for checking, approval and posting to their respective supplier accounts;

Allocates the requisitions for the posted invoices using the invoice reference and document number.

Reconciliation of supplier statements with the supplier accounts

Obtains monthly statements from suppliers;

Checks the balances in the supplier statements and their composition, i.e. whether VAT amounts, unpaid
invoices or credit notes etc. were issued;

Confirms the supplier statement balances with the supplier account balances in the Sun System and where in disagreement prepares a reconciliation to establish the reason for the difference in the two balances;

Act on the differences established in the reconciliation.

Application for VAT exemption on supplier invoices with VAT amounts and reversal

Makes copies in sets of 3 of invoices where VAT has been charged for the goods or services provided;

Updates the invoice details in an Excel sheet shared with Procurement Department and submits the invoices to the Procurement Department for application to Ministry of Foreign Affairs;

Once exemption has been received for the invoices applied for prints out the various supplier and VAT accounts with the corresponding entries for reversal;

Passes Purchase Invoice journal to reverse the VAT amounts in both supplier and VAT accounts, respectively;

Once the journal is posted allocates the reversals in both the supplier and VAT accounts, respectively.

Prepayment tracking

All overseas suppliers are prepaid in full before goods can be delivered, therefore,

maintains a schedule to keep track of payments made to avoid double payment;

Some local suppliers are also prepaid in part or in full before delivery of goods or provision of service; therefore, maintains a schedule to keep track of payments made to avoid double payment;

Updates the prepayment schedule once a purchase order has been submitted for pre-payment before forwarding to Treasury Section for payment;

Ensures that prepayments are followed up to ensure that suppliers have fulfilled their part after payment and invoice received;

Confirms that the users have signed the invoice acknowledging receipt of goods or provision of service;

Processing of utility bills

Receives monthly utility bills, i.e. telephone bills (Safaricom and Airtel), and courier and DHL bills;

Updates the bills in an Excel schedule indicating the expense, project and donor codes to be charged;

Forwards bills charged to personal accounts of staff to the Junior Accountant–Staff Accounts for recovery
in the staff member’s payslip;

Forwards bills and Excel schedule to Senior Accountant – Receivables for posting in the respective accounts in the Sun System;

Forwards summary of bills to Treasury Section for payment once posted;

Stamps the individual bills upon payment and forwards them to switchboard for distribution to the various individuals and departments.

Processing travel invoices (local and international)

Receives monthly invoices from our travel agents;

Checks the invoices to ensure that a Travel Request for the travel has been attached, and has been approved by the Voteholder and Accountant. A minimum of three options was provided by the travel agents, thus checks if the option chosen by the user is reasonable;
§ Ensure the airport transfer vouchers have been signed by the client indicating he/she used the taxi provided by the travel agents upon arrival and departure, and a Travel request for the same has been provided and attached to the invoice;

Processes the invoices through manual data input in the Sun Systems and batch them for checking, approval and posting to the respective supplier accounts, i.e. dollar or KES account;

Forwards invoices for payment and ensures the travel agent is paid by 10th of the following month, as agreed in the contractual

Generating and preparing monthly reports

Generates monthly the Creditors’ Ageing Analysis to keep tabs on the supplier account balances;

From the Creditors’ Ageing Analysis, prepares the Creditors with Debit Balances Report, to establish the prepayments outstanding each month;

Generates monthly the Summary of Outstanding Orders Reports, to establish the long outstanding purchase orders and their status;

Generate monthly the VAT Ageing Analysis, to establish the long outstanding VAT balances and if exemptions were received.

Ensuring that supplier remittances are sent to the supplier once payment is done.

Preparing Duduville Guest Centre

Any other tasks that may be assigned by the Supervisor.

Requirements/Qualifications

Bachelor’s degree in a finance-related discipline.

CPA II or its equivalent.

Minimum 3 years’ experience in accounting.

Work experience in an international NGO or organisation.

Core Competencies

Reconciliation and analytical skills.

Ability to analyse financial data.

Other Desirable Attributes

Ability to work independently.

Ability to organise one’s work to respect deadlines.

Demonstrated attention to details.

Ability to organise paper work and archive efficiently.

Dynamic and enjoys challenges.

Demonstrated capacity to question one’s work, and seek continual improvement in the services, systems or knowledge.

Reporting

This position reports to General Manager—Accounting.

How to Apply

Applications will be accepted up to 8th June 2018. Interested applicants should submit: (a) a confidential cover letter, (b) detailed CV with names and addresses of 3 referees (including e-mail addresses, fax numbers),
and (c) a statement illustrating suitability against the listed qualifications/competencies/abilities and skills.

Interested candidates should apply online by 8th June, 2018

For more information and job application details, see; ICIPE Accountant Job Vacancies in Kenya

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