Finance Officer
Currenta. Archiving• Assist in verifying procurement documents are properly arranged and complete before archiving;• Confirm original hardcopy documents are filed properly and received in the Nairobi base office within the required timeline;• Notify the Finance Manager immediately in case of any discrepancies in the documents received or when originals are not received in Nairobi;• Tracking and maintaining all archived files both hard copy and/or electronic;• Archiving files electronically in the prescribed archiving system;• Backing up archived documents externally on a regular and timely basis;• Location and retrieval of documents when requested during internal or donor audits;• Sending a weekly archiving update report to the Finance manager.b. Supplier Database• Receive and review vendor documents for addition to the Supplier Database;• Track Supplier Database addition requests to ensure timely addition of approved vendors;• File the Supplier Database vendor documents in a neat, orderly manner;• Send an updated database weekly the Managers;• Deleting expired vendors from the Database and sending a notification to the Managers regularlyc. Petty Cash Voucher Payments• Ensuring Petty Cash Vouchers or cash advance request forms are correctly filled and dated.• Ensuring the vouchers have the relevant approvals• Making payments to field staff to facilitate their project activities• Preparing and maintaining logs and reports on the Nairobi staff cash advances and spending.• Monitoring, reviewing and ensuring field expense reports are properly done and submitted on time.
