Job Summary
Vuma Biofuels is growing as an organisation, and this role will be a part of that growth. The role is the only finance team member, reporting directly into the CEO. This means that the role is broad, with exposure to all aspects of the finance department, as well as other areas such as HR and administration.
The role requires interaction with people throughout the organisation, at all levels. The FAO ensures that the finances of Vuma are well controlled, well recorded, well analysed and efficiently managed, to allow Vuma to scale.
The Vuma team are currently working in Nairobi part remotely (i.e. from home) and part in an office, but will soon be office-based. This role would then be expected to work in that Nairobi office.
The FAO would be required to visit the production site in Migori around once every two months, for 2-3 days at a time. This is to ensure that they have a strong working relationship with the Migori-based team, as issues can be better resolved when a relationship is strong. The frequency could increase or decrease as the workload requires.
The role is 5 days per week, but our factory works 6 days per week, so occasionally, there may be payments to process on a Saturday.
Key Duties & Responsibilities
Overall
· Identify areas for improvement and suggest and implement those improvements
Management reporting
● Preparing monthly management accounts
● Preparing other financial reports, such as cash flow forecasts, with the assistance of the CFO
Accounts receivable
● Raising invoices in accounting software (QBO)
● Following up with customers and/or the sales team on amounts owed
Accounts payable
● Ensuring all expenses are approved before payment
● Ensuring we have documentation (invoices / receipts) to support all transactions
● Entering all invoices into QBO
● Entering all payments into bank system for approval
● Approve payments to ensure we manage our finances conservatively and in line with the organisation’s priorities and policies.
● Process payments on WorkPay.
Weekly processes
· Follow the ‘Weekly tasks’ list to ensure all work is done
· Upload the weekly transactions from banks and Workpay into QBO
· Fully review the transactions, so that they’re correct during the month, reducing time required at month end.
Month end close
● Follow the month end process, ensuring each task is done on time
● Performing all bank reconciliations
● Ensuring quick month end close (within 2 days of month end)
● Reconciliation and schedules of all balance sheet accounts
Financial controls
● Ensuring that Vuma’s financial controls are complied with
● Design, develop, improve and implement financial controls at Vuma
● Maintaining a high quality, up-to-date, fixed asset register
● Document SOPs as and when required to ensure that we have well documented processes
Taxes
● To work with our tax advisors, to make sure that we stay compliant in all taxes
● To pay our taxes to KRA on time (PAYE, VAT, corporation income tax, NITA, Standard levy
● To identify areas of non-compliance and raise these to the CFO
Payroll
● Preparing accurate payroll information each month, based on contracted salary information
● Processing salary advances mid-month
● Calculating taxes, NSSF and NHIF, and any other payroll related taxes and levies
● Paying all payroll taxes and social security to the relevant government departments.
● Ensuring all staff receive payslips for each payment
Administration
Being a small, growing company, there are other administrative tasks that Finance and Admin Officer will be responsible for, including:
● HR administration, including ensuring completeness of HR records
● Ensuring compliance with Kenya Labour law
● Ensuring we have all suitable HR policies in place
● Administration of the CRM system, in coordination with the sales team
● Liaising with suppliers that relate to the Finance or Administration departments
● Other ad hoc tasks as and when required
● Liasing with Vuma’s banks, suppliers, customers and other contacts
Required qualifications, skills and experience
● Willingness and ability to adapt and be flexible in a fast-growing and fast-changing organisation
● Ability to identify areas for improvements and to have the self-motivation and drive to implement these
● Degree in Accounting or CPA
● High achiever academically
● Strong experience of accounting software
● 2+ years of financial management experience within a finance department
● Strong communications skills both written and oral
● Self-motivated individual that looks for continuous improvement in their work
Desired Experience
● Experience across a broad range of areas (e.g. reporting, AP, AR)
● Financial reporting to internal and external clients
