Accountant - Projects

About Us
Mission for Essential Drugs and Supplies (MEDS) is a faith-based health solutions provider founded by an ecumenical partnership of the Kenya Conference of Catholic Bishops (KCCB) and the Christian Health Association of Kenya (CHAK). The Organization’s core mandate is providing access to quality health products and technologies through Supply Chain, Quality Assurance and Health Systems Strengthening services. MEDS was established in 1986 and serves clients spread throughout Kenya, other regions in Africa and beyond.

Project Summary
MEDS has a contract with Kenya- Dawa za Ubora, which is scheduled to conclude in June 2028. The purpose of the contract is to obtain efficient, reliable and accountable supply chain management services for the procurement, warehousing, and distribution of health commodities for HIV, Malaria, Tuberculosis, Maternal/Neonatal/Child Health (MNCH) and Global Health Security (GHS) activities for patients across all 47 Counties in Kenya for adequate care, treatment and prevention for communicable diseases and other health needs.

About the role
The Accountant is responsible for ensuring accurate, timely, and reliable project accounting information, managing project budgets, and ensuring compliance with USG guidelines and financial requirements. The offer and contract are subject to availability of USG donor funding.

Job Responsibilities
i. Prepare DA1 forms by typing, printing, and updating the VAT log daily, communicate with vendors about approved DA1s, follow up on refunds, receipt transactions, and continuously update the donor on refund status to ensure accurate and timely processing.
ii. Guide project staff in aligning the project budget with the work plan to ensure that the activities undertaken match the allocated budget.
iii. Process payments accurately and timely by reviewing support documents, preparing payment vouchers, bank transfer instructions, and cheques for signatures, and stamping support documentation to maintain financial accuracy and compliance.
iv. Monitor staff travel advances by alerting relevant project staff about due payments and advance liquidations, and maintaining appropriate communication and follow-up to ensure timely financial resource management and compliance with deadlines.
v. Review receipts and vouchers for completeness of support documents to verify accuracy and ensure all expenses are properly backed up.
vi. Assess the validity of expenses and receipts based on reasonableness, eligibility, and appropriateness to ensure accurate financial reporting and compliance
vii. Prepare vendor reconciliations by requesting statements of accounts from vendors, reconciling them, and addressing any long-outstanding invoices to maintain accurate vendor records.
viii. Reconcile debtors and staff accounts by verifying that all advances have been expensed correctly and any refunds have been receipted to ensure accurate financial records.
ix. Liaise with internal and external auditors by providing the required documents and information to facilitate a smooth audit process and ensure transparency.
x. Maintain an organized, well-documented, and sequential filing system for payments both physically and on a shared drive to ensure project documents are accessible for daily work and audits.
xi. Declare stock holdings for Dawa Za Ubora held commodities to the insurance company every month to comply with reporting requirements.
xii. Participate in the review of staff timesheets and allocating costs to various program areas to ensure accurate cost distribution and financial reporting.

Qualifications
i. Bachelor’s degree in Accounting or Finance or a related field
ii. Minimum CPA III or CPA Advanced Level or equivalent
iii. Minimum three (3) years of relevant experience in Finance and Accounting
iv. Working knowledge of USG Rules and Regulations
v. Previous experience with nonprofit organization will be an added advantage