Overall Purpose
The purpose of the Country Finance and
Administration Officer is to contribute to financial risk management, and
provide the financial, logistics and administrative support needed for the
NorCross Kenya Somalia country office.
Duties and Responsibilities
Strategic
- Coordinate the financial and administrative
functions of the country office in line with Norwegian Red Cross rules and
procedures.
- Support, as necessary, Host National
Societies’ capacity building as required on financial management matters
pertaining to operations and finance risk management.
Operational
Budgeting
- Prepare the NFO budget in coordination with
relevant Field Office staff.
- Review programme budgets as prepared by the
Country Manager and Country Programme Officer and ensure they are in line
with NorCross budget policies.
- Perform budget analysis as and when required.
- Working with the regional finance team, assist
in coordinating the Kenya Somalia budget development and revision process.
Accounting
- Daily accounting for the NorCross Field Office
in compliance with NorCross Operational Manual, including the Finance and
Accounting Manual (FAM) and the Regulations for Financial Control.
- Prepare and present monthly financial reports
to the Country Representative/the Field Office management.
- Check that IFRC and KRCS supplementary
services invoices agree with supporting documentation, and file relevant
correspondence herewith.
- For Field Offices also doing accounting for
other Field Offices: Receive and control monthly expenditure overview, and
supporting documents before posting this into Agresso.
- Filing of documents according to guidelines in
the Operational Manual/Finance and Accounting Manual.
Reporting
- Prepare monthly reconciliations of balance
accounts related to the Office. Ensure that the reconciliations are
checked and signed by the Country Programme Manager and sent to HQ.
- Provide details of budget vs. actual
expenditure to Country Programme Manager as and when required and give
advice on financial matters to make appropriate decisions.
Compliance
- Ensure that the accounting is done in
compliance with the relevant back-donor requirements on financial
issues/financial management.
- Ensure that the accounting is done according
to deadlines set by HQ. Together with the Country Programme Manager ensure
control of the overall finance and accounting tasks at the NorCross Field
Office. Inform HQ on any delays and/or changes.
- Highlight any identified compliance matters to
the Country Programme Manager and the RFM.
- Prepare financial statements for interim and
annual audit in line with the annual Audit Engagement Instructions from
external auditor.
- Coordinate the interim and annual audit of all
programmes accounted for via the Field Office.
- Support the Country Programme Manager in the
implementation of internal and external audit recommendations (in
accordance with the Field Office Plan of Action based on the Annual
Management Letter).
- Communicate with auditors and national society
to resolve any further issues of regional office and HQ on matters relating
to audit.
- Communicate with Regional Office and HQ and
obtain approval on the final Audit reports.
Monitoring
- Ensure that all project expenditure
authorization process is as per approved Matrix.
- Ensure that all procurements are in line with
Norcross policy and procedures at the point of clearing the payments.
- Review and analyze the monthly financial
analysis report prepared and take appropriate measures to clear issues of
concern raised by country managers/Case holders.
- Responsible for the review of the NS returns,
provide feedback where necessary to both country manager and the NS in the
areas of concerns.
- Perform delegated responsibilities on all
financial matters to ensure that internal control is in line and effective
as required.
- Perform mid-year expenditure review against
approved budgets.
If Cash Transfer
- Monitor cash flow and keep Country
Representative informed on liquidity.
- Check that invoices are in accordance with
goods/services delivered and set conditions, and agree with supporting
documentation (price quote, purchase order, goods received note etc.)
- Under direction from NorCross Representative,
quality assure, advise and support on budgeting and financial reporting
from partners. Monitor and follow-up of finance/admin related issues.
Modality
- Ensure that programme advances to the NS are
controlled and cleared with acceptable documentation and vouchers.
- Work closely with the National
Societies/country finance officers to ensure timely and quality reporting
of advances
- If required, provide support to the Regional
Finance Manager in rolling out the new financial working modality within
the supported NSs.
If Cash Transfer:
- Assist National society in preparation of
Quarterly cash request and utilization report, review the same and submit
it to HQ.
- Monthly spot check of NS for occurrence of
expenses, expenses are in accordance with budget and POA, validity of
monthly reconciliations and outstanding balances
Administration
- Assist the NorCross Country Programme Manager
to ensure that NorCross Procurement guidelines, and if relevant further
donor requirements, are adhered to (for procurement of goods and services)
and alert Country Programme Manager / RO /HQ if this is not the case.
Consult HQ logistics team when relevant.
- Update the inventory list for the Field Office
plus NorCross residence every time there is a change, at least twice
annually. Make sure that every item is properly tagged.
- Maintain and update the Office Specific
Information form for the Field Office.
- Make travel arrangements including tickets,
visas, hotel bookings, office correspondences, minor purchases for Field
Office staff and visitors.
- If relevant, sit in/advise the Procurement
Committee on major procurements in line with NorCross’s Procurement
Guidelines and donor requirements.
- Liaise with IFRC/HNS for HR, Admin and
Logistics/Fleet related matters.
Human Resources
- Responsible for collection of time sheets from
national staff of NorCross and forward it to the IFRC HR for payroll
- Prepare NorCross national staff finance
payroll sheet and bank transfer letter after review.
- Conduct a financial review of hiring request
for NorCross national staff and ToR’s from the requesting department,
confirm budget availability and the list of people for the panel
interview.
Treasury
- Prepare payments and ensure necessary
signatures/approvals.
- Administer the petty cash according to
NorCross’s procedures.
- Prepare monthly petty cash reconciliations for
sign off by the Country Programme Manager.
Capacity building
- Develop capacity of the finance team of
National society district though continuous monitoring and feedback on
finance related queries.
- Perform other relevant duties as assigned.
Collaboration
- Maintain and ensure efficient communication
and coordination with the Country Programme Manager, the Regional Finance
Manager, the Programme Finance Coordinator, the Accounting Unit and
others, at the National Office on financial, administrative, logistic and
HR issues.
- Cooperate with finance and admin personnel in
other parts of the RCM in the country in order to minimize financial risk.
Minimum Qualifications
- Professional qualification in accounting
(Chartered accountant, CPA or equivalent)
- A relevant degree in Accounting/Business
Administration/Commerce/Economics/Business Studies – accounting option (or
equivalent)
- At least two years’ working experience in a
humanitarian organization in a similar role or an international
accounting/audit firm would be an added advantage
- Advanced knowledge of accounting concepts,
financial management and use of reporting applications (e.g. Agresso and
Advanced use of excel)
- Advanced skills in computer productivity
applications (Word, Excel, PowerPoint and Outlook).
Desired Competencies
- Understanding of internal control and treasury
management concepts
- Ability to analyze financial transactions.
- Proven ability to engage discretely and
tactfully with internal and external stakeholders.
How To Apply
Interested candidates who meet the
above qualifications should apply strictly through https://www.redcross.or.ke/Careers so as to reach us not later than 11th April
2020;
Only shortlisted candidates will be
contacted.