Dorcas Maingi

Petty Cash Management

• Manages the project’s petty cash according to Strathmore University policies and procedures and submit the reconciliation and cash count each week to the Finance Manager.
• Ensure compliance with the Petty Cash Management policy and Standard Operating Procedures.

Financial Reports Preparation and submission

• Participate in the development of project work plans and budgets and cashflow projections.
• Coordinated large-scale events such as conferences or workshops, managing logistics, invitations, registration, and attendee experiences.
• Delivered exceptional customer service while managing incoming calls/email inquiries from both internal and external parties professionally and promptly.
• Prepare project Monthly and quarterly financial projections and reports to reflect project performance and facilitate decision-making by Project Management team and the donor.
• Maximized executive productivity through proactive management of travel arrangements, itineraries, expense reporting, correspondence draftingediting.
• Periodically review ledger entries to ensure accuracy and that the relevant support documents have been provided.

Payables

• Prepare monthly expenditure forecasts
• Check that supplier invoices have been matched to Requisitions, concept notes, LPOs and contracts.
• Ensure appropriate withholding tax, excise and VAT is deducted on relevant supplier invoices and remitted to KRA.
• Review all supplier documentation that is submitted to Finance for payment is correct.
• Ensure proper and systematic filing systems are maintained for all supplier and payment support documentation.
• Ensure all program accruals are captured in the system in a timely manner.
• Ensure that all supplier and other liability invoices and payments are accurately processed in the accounting system.
• Conduct periodic supplier account reconciliation to ensure accurate payments is made to all vendors.
• Ensure timely submission of DA-1 forms to USAID and follow up with vendors to ensure timely reimbursement of VAT.

General

• Streamlined administrative processes by implementing efficient filing systems and organizational tools.
• Assisted in the development of departmental budgets by tracking expenditures and providing detailed reports to management.
• Optimized office workflow by maintaining up-to-date procedural documentation for reference by all staff members.
• Reduced expenses through diligent monitoring of supplies inventory, evaluating vendors, and negotiating contracts.
• Collaborated with cross-functional teams to establish project timelines and execute tasks efficiently within deadlines.

• Payment Processing Support: Assist in the processing of payments, ensuring accuracy and compliance with established procedures.
• Vendor List Maintenance: Aid in updating and maintaining the vendor list in the financial system and bank database.
• Payment Coordination: Support the coordination of payments for various University departments, including utility bills, taxes, and other financial obligations.
• Insurance Record Assistance: Assist in the management and upkeep of insurance records, including the prepaid insurance schedule and monthly insurance expenses.
• Communication and Stakeholder Support: Assist in addressing inquiries and resolving payment-related issues raised by suppliers and University stakeholders.
• Petty Cash Assistance: Support the management of petty cash, including processing payments, record-keeping, and preventing petty cash losses.
• Financial Reporting Aid: Collaborate with the finance team to provide support on various financial reports and activities.
• Audit Schedule Preparation: Participate in the preparation of audit schedules related to investments.
• Quality Management Involvement: Contribute to quality management activities within the Finance and Administration department.
• Finance Meetings and Coordination: Assist in scheduling and coordinating finance department meetings. Provide support in recording meeting minutes.
• Ensured timely delivery of correspondence through proper mail handling procedures and efficient distribution practices within the organization.
• Supported human resources initiatives by assisting with recruitment, onboarding, and employee orientation processes.
• Provided valuable assistance in research projects, gathering data, compiling results, and presenting findings to relevant parties.
• Demonstrated strong multitasking abilities while handling multiple responsibilities simultaneously without compromising on quality or accuracy.

• Preparation of payment vouchers.
• Bank and Mpesa reconciliation.
• Review and verification of vouchers.
• Posting insurance incomes into the system.
• Performed general office tasks.
• Calculation of mileage.
• Liquidation of petty cash.
• Assist in payment of suppliers.
• Verification of insurances invoices.
• Dispatch, receipt and allocation of insurance invoice.

• Assisted in making of payments to supplier
• Prepared bank reconciliation on a daily basis
• Helped the accounts payable in verification of invoices before making payments.
• Assisted in the preparation of daily cash balances.
• Data entry into the financial system.
• Record keeping.
• Assisted in the receipt of student fees.
• Performed general office tasks.
• Preparation of payment summary