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CHANCEN International
Main Job Purpose
● Ensure that each expense is categorized correctly based on the company’s chart of accounts
● Ensure that the expenses comply with internal policies and are within budget
● Ensure that all invoices, receipts, and supporting documents for operational expenses are properly filed and stored for easy retrieval during audits or reviews
● Maintain digital records in Google Drive and Xero for centralised storage and accessibility.
● Support the Finance Director and Finance Manager (when applicable) in recording and Reconcile Kenya Operating Expenses in the Accounting system until the Finance Kenya team takes over this responsibility.
● Support in Ad-hoc activities for the group when required and agreed upfront
● Assist with the audit for all group organizations
● Collect income, expense, and transaction records from the general ledger
● Determine the types of taxes applicable to the organization (e.g., VAT, corporate income tax, withholding tax)
● VAT, RSSB Contribution and Withholding Tax preparation for approval from supervisor before being declared to RRA
● Complete required tax forms VAT, Withholding Ta, Corporate income tax and any other taxes as required by the regulator
● Submit tax returns and payments before the specified deadlines to avoid penalties
● Keep records of all filed tax returns, supporting calculations, and payment receipts.
● Reconcile tax computations with the general ledger to confirm accuracy.
● Ensure the new tax regulations are communicated to the supervisor and are implemented accurately for the organization.
● Conduct training sessions for new finance associate team members on company tax computation methods.
● Provide the trainee the detailed guidance on revenue declaration processes, ensuring compliance with tax laws and company policies.
● Escalate any tax-related issues identified or flagged by the regulator.
● Ensure compliance with accounting standards and organizational policies.
● Prepare and provide documentation for the external audits.
● Assist in implementing recommendations from audit findings.
● Assist the supervisor during the Audit process.
● Export the relevant payment data from Xero and export the corresponding data from Salesforce
● Ensure the data covers the same reporting period
● Organize the data from both systems in a comparable format (Google Sheets)
● Compare payments recorded in Xero with corresponding records in Salesforce
● Create a summary table with key reconciliation details
● Submit the reconciliation report to supervisors and other departments ( finance team, membership team, or supervisor)
● Save the final report and supporting documents securely for future reference or audits
● Provide support to the team on the ISA collections when it is necessary.
● Configure the EBM with accurate company details, tax rates and service categories
● Train staff on how to operate the EBM, generate invoices, and issue receipts
● Use the EBM to issue invoices for all services rendered
● Ensure invoices comply with regulatory requirements (e.g., details such as TIN, Client name, and tax breakdown)
● Reconcile monthly sales recorded in the EBM with accounting records
● Report any technical issues, malfunctions, or required changes to the tax authority
● Understand the purpose of the Fixed asset register (e.g., compliance, financial reporting, or operational tracking
● Determine the types of fixed assets to be reviewed
● Collect records from asset register forms or accounting records
● Allocate unique identifiers for each asset for tracking purposes
● Ensure the register captures essential details for each asset
● Conduct a physical count of assets to confirm their existence, condition, and location
● Compare the asset register with accounting records to ensure consistency
● Summarize findings from the review, including discrepancies and corrective actions taken
● Schedule periodic physical verifications to maintain accuracy
● Perform the depreciation calculations for fixed assets in Rwanda and Kenya ( until the Kenya team take over) based on the company’s depreciation policy.
● Ensure that depreciation is recorded accurately in the financial statements for both locations, in line with local tax regulations and accounting standards.
Bank Reconciliation
● Obtain the bank statement for the relevant month from the bank or the e-banking system
● Ensure all transactions from the bank statement are recorded in the accounting system
● Match the bank statement balance with the accounting system balance
● Investigate discrepancies like missing or unrecorded transactions
● Make the Adjustment or document any discrepancies
Accounts Receivable (AR) Reconciliation
● Retrieve the accounts receivable aging report for the month
● Ensure all customer payments, credits, and write-offs are accurately recorded in the AR ledger
● Compare customer payments recorded in AR with deposits on the bank statement
● Identify and investigate any payments that are not reflected in the AR ledger or bank statement
● Address discrepancies such as unapplied payments or miscalculated invoices
Accounts Payable (AP) Reconciliation
● Retrieve the accounts payable aging report for the month
● Ensure all bills, payments, and credits are accurately recorded in the AP ledger
● Compare vendor payments recorded in AP with withdrawals or payments on the bank statement
● Investigate any payments recorded in the bank that are not reflected in AP or vice versa
● Confirm that any accrued expenses or prepaid items are recorded accurately in the AP ledger
● Address discrepancies such as unprocessed invoices, over payments, or misallocated expenses
● Ensure all member details are accurate and up to date from the application and student monitoring department.
● Verify the total disbursement amount for each member based on reporting and payment plan approved.
● Ensure that digital signatures are obtained for payment processing
● Ensure that other departments follow financial policies and procedures by offering guidance on compliance during purchasing processes.
● Help in the preparation of routine financial reports, such as statements of profit or loss and other comprehensive income and statements of financial position
● Build and maintain positive working relationships with colleagues in other departments to improve communication and collaboration.
● Assist in training staff members on basic financial policies, processes, or software tools to enhance their understanding of financial operations
● Assist the Supervisor and other departments, ensuring financial information is shared in a clear, effective manner
● Ensure that the payroll information is complete and accurate for each employee (e.g., salaries, bonuses, deductions, taxes, etc.)
● Confirm that tax withholdings (e.g., PAYE, other deductions) are computed based on the correct tax rates and allowances
● Post the payroll journal entries into the general ledger to ensure accurate financial reporting.
● Classify payroll expenses into the correct accounts (e.g., wage and salary, employee tax payable and other payables)
● Compare payroll journal entries with the actual payments made
● Ensure that the total payroll disbursements match the bank payments
● Reconcile payroll-related liabilities to ensure that outstanding amounts are accurately reported
● Conduct an internal review of the payroll reconciliation and RRA declaration to ensure all calculations, journal entries, and tax filings are correct
● Submit the payroll reconciliation and RRA declaration for approval by the Supervisors
● Ensure that payroll discrepancies (such as underpayments or over payments) are identified and addressed in the next payroll cycle)
● Support the supervisor to develop or customize the chart of accounts for the new entity, ensuring it aligns with existing accounting business operations
● Support the Supervisor to ensure the account structure is standardized for ease of consolidation with other entities in different countries (e.g., uniform categorization of assets, liabilities, income, and expenses)
● Ensure that all opening balances are accurately recorded for assets, liabilities, and equity, based on the initial financial position of the new entity
● Confirm that the opening balances align with the parent company’s records, if applicable, to facilitate smooth consolidation and reporting
● Ensure all transactions have the proper supporting documentation, including invoices, contracts, and receipts
● Verify that all payroll entries are accurately recorded in the financial records, including taxes and employee contributions
● Assist external auditors in verifying financial records and supporting audit processes by providing required documentation and explanations
● Identify and categorize prepayments made by the company (e.g., insurance, subscriptions) that need to be adjusted over time
● Assess the period over which the prepayment will be recognized
● Ensure there are valid contracts, invoices, or receipts that substantiate the prepayment, confirming the amount and the terms
● Record the prepayment expenses as a current asset in general ledger
● Ensure that the recorded amount reflects the accurate prepayment value as per the supporting documentation
● As time passes, allocate the appropriate portion of the prepaid amount to the expense account for each period
● 21 days of annual leave, excluding national holidays.
● Training, learning and development opportunities and financial support for further education.
● Medical insurance/aid coverage and wellbeing initiatives.
● A fulfilling work environment in a supportive and entrepreneurially driven organization with clear, frequent growth opportunities.
