Job Title: Grants Finance Officer
Hiring Organization: World
Vision Kenya
Location – Locality: Nairobi
Location – Region: Kenya
Industry: NGO
Job Type: Full
Time
Salary: KES
Competitive
Date Posted: 03/26/2024
To
provide financial technical support to the Tumikia Mtoto Project staff and sub
grantees/ recipients ensuring financial stewardship, accountability and
accuracy of financial reports and budget management in line with Donor
regulations and WVK Policies.
Major Responsibilities
Financial
Management and Reporting 60%
- Support
the Finance and Administration Manager in the preparation of donor
reports.
- Prepare
analysis of the project expenditure for management action to help in
monitoring the burn rate for the grant.
- Review
and provide appropriate expense codes for items requested by project staff
to ensure accurate posting of expenses.
- Reconcile
LDRs with payroll for the project staff under the grant.
- Support
revision of budgets in line with project needs and donor regulations.
- Upload
approved budgets in Horizon.
- Review
Sub recipient quarterly and or monthly financial reports in a timely
manner for consolidation and posting
- Support
the Program staff in linking Grant Budgets to Grant Work-plans, so that
the activities to be undertaken in the project matches to the budget
- Work
with Finance & Administration Manager in matching Sub recipient’s
budgets to the project budget for consistency.
- Monitor
and review Sub Recipients activities to ensure that only budgeted costs
have been incurred.
Planning,
Budgeting & Budgetary control 15%
- Prepare
accurate Program budgets
- Ensure
accurate and quality budgets are uploaded into existing databases and
systems.
- Ensure
compliance with grant guidelines and other standards
- Participate
in proposal writing and grant budget development.
- Conduct
financial analysis for management decision making.
- Monitor
and timely communicate changes on Project Budget and Actuals System (PBAS)
commitment.
- Develop
realistic cash flow forecasts in line with the plans.
- Ensure
timely production and review of monthly report to address any variances in
a timely manner.
- Monitor
sub-awardee financial performance and adherence to donor regulations
Reconciliation
of Balance Sheet Accounts 10%
- Undertake
reconciliation of receivable and payables accounts for the program:
- Constantly
monitor balance sheet account balances
- Follow
up for timely accounting and facilitate booking of staff advances.
- Match
transaction amounts in the balance sheet accounts
- Prepare
monthly reconciliation statements for the balance sheet accounts
Risk
Management 5%
- Identify
risks associated with the project for inclusion in Riskconnect and advice
on mitigation measures.
- Support
grant project audits according to the donor requirements.
- Support
implementation of findings and recommendations from audits and various
accountability mechanisms
- Ensure
the sub – awardees operate within the agreed/acceptable internal control
measures to mitigate risks and ensure accountability that will result in
good audit ratings
- Actively
participating in project start up workshops to ensure financial aspect of
projects are fully understood.
- Follow
up with the sub grantees to analyse and submit the exempted taxes(VAT) for
refund based on USAID guidelines.
Asset
Management 5%
- Maintain
an updated inventory schedule for all assets purchased under the grant
- Ensure
all assets and inventory are properly tagged and branded as per the donor
guidelines
- Perform
inventory counts quarterly in line with USAID and World Vision guidelines
- Ensure
asset disposal is as per the laid down policies and donor guidelines.
Other 5%
- Perform
any other duties as may be assigned by the supervisor or designee from
time to time
- Attend
and lead daily devotions.
Knowledge,
Skills and Abilities
- Minimum
4 years’ experience in financial management and reporting
- Knowledgeable
on USAID grant financial management
- Advanced
excel and analytical skills
- Demonstrated
ability to work under minimal supervision
- Minimum
of Bachelor of Commerce in Accounting/ Finance, Economics or Business
related field from a recognized university.
- Professional
qualifications in CPA (K) or ACCA finalist
- Practical
experience of using SUN system accounting Software is preferred