Finance Associate at Chancen International

Job Description

Job Purpose

As Finance Associate at CHANCEN International Kenya, your primary responsibility will be to record all financial transactions of the company and its affiliated companies, including petty cash transactions and payments collected from Chancen Members financed through ISAs.

The main purpose of the role is to safeguard all of CHANCEN’s assets by managing and controlling finance-related activities. This includes direct responsibility for day-to-day accounting, asset management (cash flow and physical assets), periodic management reporting, procurement, and other finance-related activities, including ensuring compliance with regulatory and audit requirements.

Roles, Responsibilities, and Duties

Financial Operations 

• Prepare PEI documentation, tuition fee invoices, and finance payment checklists for review and approval by the supervisor
• Support the day-to-day financial operations of Chancen Kenya, ensuring transactions are processed accurately and on time.
• Prepare and issue partnership and other receivables invoices in Xero.
• Upload payment requests to ApprovalMax and follow them through the approval workflow.
• Review departmental requisitions against approved budget allocations to ensure budget availability and compliance before processing and approval 
• Review departmental disbursement reconciliations and follow up with departments and suppliers for eTIMS-compliant invoices.
• Manage the filing and archiving of financial, contractual, and statutory documents, ensuring they are stored securely in line with data protection and audit requirements.
• Coordinate the onboarding of new staff onto the organisation’s WIBA and pension schemes, ensuring timely registration and completion of all required documentation 
• Support internal and external audits by preparing and providing requested financial schedules and supporting documentation 
• Verify that all payments are properly supported by documentation and approved in line with the Delegation of Authority (DOA).

Financial Record Management

• Support the implementation and maintenance of an effective records management system in Xero.
• Reconcile petty cash records in Xero, ensuring every expense is supported by valid documentation.
• Generate Partnership eTIMS invoices through the Chancen Kenya KRA portal.

Reporting and Reconciliation

• Assist in preparing and filing monthly tax returns (VAT, Withholding VAT, and PAYE) on the KRA iTax portal within statutory deadlines.
• Support month-end and year-end closing activities, including posting accruals, prepayments, and depreciation.
• Prepare monthly bank reconciliations and support the reconciliation of accounts payable, accounts receivable, and petty cash.
• Assist with budget tracking, variance analysis, and cash flow forecasting.
• Maintain the fixed asset register, keeping asset records accurate and up to date.
• Perform ad hoc financial analysis and reporting as requested.

Compliance

• Support in maintaining a compliance calendar covering statutory deadlines, tax filings and financial reporting obligations.
• Track and monitor the validity and timely renewal of statutory licences, business permits, data protection licences and OSHA compliance certifications, ensuring adherence to applicable regulatory requirements.
• Support the maintenance and periodic updating of the organisational risk register 
• Support the implementation and continuous improvement of financial compliance processes.

Educational Qualifications:

• Diploma or Bachelor’s degree in Accounting, Finance or a related field, with at least CPA Part II qualification

Technical Skills, Competencies, and Experience:

• Must be a Kenyan citizen.
• At least 2 years of practical experience in accounting and financial management.
• High degree of accuracy and attention to detail.
• Proficiency in spreadsheets, Google Drive, and advanced Excel. Hands-on experience with Xero or QuickBooks is an added advantage 
• Excellent negotiation skills and communication skills, both verbal and written.