Finance Officer – Budgets & Grants
The Kenya Human Rights Commission (KHRC) is a national Non-Governmental Organization with the
Mission of promoting, protecting and enhancing the enjoyment of all human rights by all individuals and groups.
Our
approach therefore seeks to promote the culture of selfreliance amongst
communities in order to enhance their independence and by extension their human
dignity.
KHRC seeks to recruit a Finance Officer-Budgets & Grants (including supply chain) to support and strengthen our compliance with partnership requirements and our managerial and internal controls.
Purpose of the Job
To contribute to the fulfillment of the organization’s Mission and strategic objectives by providing expertise in various aspects of the finance and supply chain functions in line with KHRC’s policies and procedures and in support of our innovative and groundbreaking work in human rights.
Key Duties and Responsibilities
Reporting to the Head of Finance, the position will:
Manage Donor funds, reporting and donor relations
- Lead in the
preparation of the Commission’s annual budget. Issue of instructions,
development of templates, monitoring for completeness, consolidation and
presentation.
- Managing
processes of tracking proposals, donor contracts, income recognition,
donor reporting & invoicing, tracking donor payables & receivables.
Extract on a monthly basis information from donor financing agreements and
prepare brief statements on confirmed secured funds and potential funding
for management action
- In compliance
with donor requirements, ensure that appropriate financial procedures and
standards are implemented and monitored in the organization.
- Maintain and
update regularly a donor reporting schedule and ensure donor reports are
prepared and sent at least a week before the due dates.
- Review donor
reports prepared by programme/project staff and ensure compliance to donor
requirements in terms of activities undertaken and that they compare with
the respective financial outlays
- Identify
budgetary variances and solicit for information on the same for
communication to donors
- Respond to Donor
queries.
- Periodically
liaise with respective donors to ensure approved funds are disbursed to
KHRC bank accounts.
Prepare
Budget and enforce budgetary controls
- Ensure
Operational plan budget input from all staff.
- Assist to
prepare accurate annual budgets and share with all staff for their
comments.
- Present budgets
to the management committee for review.
- Work closely
with the Head of Finance in prioritizing & allocating funds in
consultation with the ED, DED, and SPOs
- Identify
budgetary variances and solicit for information on the same from budget
holders.
- Regularly
consult with budget holders on budgetary revisions.
Supply
Chain
- Secretary to the
Procurement and Disposal Committee, you will lead the prequalification of
all providers of goods and services to the commission
- Ensure that
Procurement guidelines and laid down procedures are followed to the latter
- Contacting
suppliers to schedule or expedite deliveries, to resolve missed or late
deliveries and shortages, tracking the status of requisitions, orders and
contracts, and reviewing requisition orders to verify terminology,
specifications and accuracy
- Reviewing and
maintaining price lists, reports and purchasing files and that the goods
meet the specifications.
- Maintain
relationship with service providers and ensure strict adherence to Service
Level Agreements.
Payroll
- Responsible for
the review of the monthly payroll and prepare the month to month
reconciliation
- Allocation of
staff time on a monthly basis with input from the program staff
- Full costing,
cost classifications & allocations, linkages of staff costs as a cost
driver to allocable costs.
- Understanding,
assessing, designing and implementing a sub grantee grants system to
ensure timely disbursement & accounting of sub grants
Treasury
Management
- Review cash
position and prepare quarterly cash forecasts with recommendations of
investments if funds can allow
- Banking and
collection of funds to and from the bank
- Sending funds
via M-pesa or other facilities to clients
Petty
Cash
- Manage both KHRC
and project petty cash
- Ensure all petty
cash payments are supported by valid documentation.
- Record all petty
cash payments for replenishment.
- Make quarterly
petty cash certificates for approval by the Head, Finance and
Administration
Fixed
Asset Management
- Maintain the
Commissions copier records
- Maintain a
record of equipment in the possession of each staff member.
- Update and
maintain the fixed asset register by assigning reference numbers to all
additional items and on re-assignment of assets.
- Prepare a fixed
asset movement schedule on a quarterly basis.
- Ensure all KHRC
assets are adequately insured
Qualifications,
Experience and Skills
- A Bachelor’s
degree in Finance, Accounting, Business Administration or its equivalent
from a recognized university;
- CPA ( K/Finalist
) or its equivalent;
- A minimum 4
years of related experience preferably in the NGO sector;
- Good practical
understanding of management of grants,
- Good
understanding of procurement processes and general guidelines;
- Working
knowledge of Serenic Navigator is an added advantage;
- Self-motivated,
organized, collegial and ability to work well under pressure;
- Willing to take
initiative and work independently with minimal supervision;
- Ability to
resolve conflicts;
- Ability to
maintain confidentiality, tact and discretion when dealing with people.
Applicants
should send a cover letter and attach a detailed C.V. which include current
telephone/mobile numbers, names and addresses of three (3) referees and a
statement of present and expected gross salary before end of the day, June 8,
2013 to: - vacancies@khrc.or.ke
The KHRC is an equal opportunity employer and will seek to recruit the most qualified person for the job irrespective of race, color, marital status, ethnicity, religion, gender, sexual orientation or nationality.
All
qualified persons are encouraged to apply.
Canvassing will automatically lead to disqualification.
Only successful candidates will be contacted