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Finance Associate

Duties And Responsibilities

Ensure all Accounts Payables are treated in line with PATH policy and project guidelines.
Liaise with project teams to ensure timely and accurate closure of project payment requests.
Check and validate payment requests and invoices ensuring appropriate supporting documentation for audit trail.
Perform accurate data entry in the ERP in accordance with GAAP and PATH policy.
Prepare payments and ensure accurate banking entries.
Perform assigned bank roles in alignment with PATH policy.
Ensure financial transactions are recorded in line with PATH policy.
Reconcile all suppliers’ statements with ERP ledger balance records and close any discrepancies.
Review and approve staff travel expenditure reports and reconciliation.
Perform monthly reconciliation of the Accounts Payable ledger.
Perform monthly bank reconciliations including Mobile money (Mpesa).
Perform month end tasks as per schedule of responsibilities provided by the Finance Manager.
Prepare accurate DA1 forms and ensure delivery to US Embassy. Provide support for any follow up actions.
Maintain a clear physical and online storage system for DA1 forms prepared and submitted.
Support in audit including preparing audit schedules and retrieval of documents.
Support staff training on accounting and finance manuals/policy.
Provide ad hoc training to project teams on financial requirements.
Liaise closely with the Nairobi office Finance officer.

Required Experience

Professional accountancy qualification (Certified Public Accountants – CPA, Association of Chartered Certified Accountants – ACCA, or equivalent membership of a recognized professional accountancy organization in good standing).
A minimum of 3 years of experience in a busy NGO finance department. Experience with USAID funded projects will be an added advantage.
Demonstrated experience with Enterprise Resource Planning software. Hands on experience in Business World software will be an added advantage.
Ability to work effectively with the project teams
Excellent interpersonal and communication skills.
Professional level of oral and written fluency in English.
Must have legal authorization to work in Kenya.

Specific duties and responsibilities include:

Coordinate the production and distribution of complex documents and deliverables.
Draft, edit, format, fact-check, and proofread a variety of documents and enter data using Word, PowerPoint, Excel, and other software.
Schedule and attend team meetings, drafting agendas and meeting summaries, track action items.
Manage the internal review process of complex documents by scheduling the necessary leader reviews.
Assist team members with travel arrangements, teleconferences (across multiple time zones), and complex schedule coordination, using Microsoft Outlook.
Coordinate arrangements for external guests, meetings, conferences, workshops, and other events.
Maintain project records, electronic files, and other resources on behalf of team members.
Mange the routing and completion of invoices for Legal and Research Affairs in coordination with the appropriate finance and programmatic contact(s).
Coordinate and manage timecard approvals for designated attorneys as well as associated invoices in coordination with the appropriate finance and programmatic contact(s).
Assist team members with travel arrangements, teleconferences (across multiple time zones), and complex schedule coordination, using Microsoft Outlook.
Work appropriately with confidential and privileged information.
Collaborate with staff throughout the organization to research and gather information for proposals, communication materials, and reports

Required Experience

Detail-oriented with exceptional proofreading skills, highly organized, flexible, strong time management skills.
Self-motivated and able to work independently with little supervision, and adept at collaborating effectively with other team members.
Proven effectiveness working on multiple projects with competing deadlines and ability to seamlessly adapt to changing priorities.
Excellent interpersonal skills including the ability to interact with and build strong relationships with global colleagues and partners and provide creative solutions in a professional manner.
Ability to work in a highly collaborative environment and as part of a cross-disciplinary team operating in multiple locations. Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint
Proficient at problem solving and addressing ambiguities.
Strong written and oral communication skills.
Demonstrated professionalism and ownership of responsibilities.

Key Responsibilities:

Support in tracking and timely execution of the Health R&D advocacy workplan and budget, including reporting.
Responsible for coordination of all R&D advocacy activities including managing team schedules and follow up items.
Move projects through PATH that will require coordination and input with other teams.
Support R&D team with planning and logistics for external engagement planning including high level convenings
Support PATH and the R&D team’s participation in key technical working groups (TWG) and strategic forums at national and regional level
Represent PATH/APP in meetings with internal and external partners whenever that is required.
Support management of partnerships and networks with key R&D and regulatory stakeholders in the region.
Support the R&D team in advancing PATH’s advocacy goals with key government ministries, the regional bodies, the African Union, policymakers, multi-lateral organizations, private-sector institutions, regulatory agencies, nongovernmental organizations (NGOs), civil society organizations (CSOs), professional associations, and educational and research institutions.
Work in consultation with Advocacy and public Policy,, communication and learning teams to document and communicate knowledge products for use by policymakers and advocacy partners in the African region.
Track key policy moments at regional and global levels and support the team in early planning, coordination and execution of advocacy interventions during these moments

Required Experience

A Bachelor’s degree in project management, public health, public policy, or other health related fields. A master’s degree is an added advantage.
A minimum of 3-5 years of professional experience in public health policy and/or advocacy related work.
General knowledge of public health, health systems, including health R&D, pharmaceutical manufacturing and regulatory systems strengthening for medical products and technologies the African context.
Proven project management skills – including ability to manage short term and urgent projects such as events, workshops and produce event briefs and other forms of documentation, with minimum supervision.
Demonstrated experience in supporting stakeholder engagements and high level convenings at both national and regional levels.
Demonstrated ability to work in a multi-country, team-based organizational structure. Flexibility to work within multiple time zones and multiple teams across the globe.
Team-oriented and adept at navigating a complex team environment and forming successful partnerships with internal and external partners.
Flexible and adaptable to changing priorities, and unpredictable stakeholder expectations.
Articulate communicator, excellent written and verbal communication skills with strong interpersonal and presentation skills.
Proficiency in Microsoft Word, Excel, PowerPoint and other information processing software.