Finance Officer Job in Kenya

Job Title: Finance Officer

Hiring Organization: Action Against Hunger
Location – Locality: Nairobi
Location – Region: Kenya
Industry: Non Profit
Job Type: Full Time
Salary: KES
Date Posted: 04/16/2024

Summary of position

The Finance Officer will be responsible for the day-to-day management of the financial transactions and procedures of the organization. S/he will also provide support to the Finance Head of Department & occasional work with & support the Regional Finance Specialist. The Finance officer will work under the guidance and direct supervision of the Finance Head of Department.

The Finance Officer’s role has the following purpose, engagement and delivery:

Purpose

The Finance Officer will be responsible for executing day-to-day HEARO financial transactions and managing HEARO budgets by ensuring financial data accuracy, effective and efficient utilization of resources in line with the organizational and financial management policies, procedures as well as the donor policies and guidelines.

Engagement

The Finance Officer will work collaboratively with the Finance Head of Department to ensure the issuing of accountancy bundles is timely, accurate, and complete. Program Managers by sharing and discussing BFUs, and all other staffs by sharing knowledge and awareness with respect to budget methodologies, policies, internal control policies and procedures.

S/he will also work with the logistics and administration team to ensure compliance with the procurement policies and procedures.

S/he will engage with other finance officer and head of finance departments in other mission during audit support and intermission engagements.

Delivery

By timely submission of accurate accountancy bundles, sharing of BFUs within adequate period and ensuring HEARO is compliant with internal policies, IFRS and Government regulations. S/he will promote high standards of integrity and accountability on the utilization of organizational resources.

Ensuring high-quality accounting

Disseminating information about accounting procedures to HEARO Staff & country offices and ensuring compliance.
Recording all monthly commitments and recharges ensuring correctness of accounting and analytical entries.
Verifying bankbooks and performing bank reconciliations before the 5th of every month.
Setting up proper budgets and other accounting parameters on the accounting software.
Processing payments promptly ensuring compliance with ACF payment policies.
Preparing and updating the share cost tool regularly and reviewing 4 class accounts thoroughly.
Sharing accurate and complete monthly accounting bundles with the HQ team before the 12th of every month.
Responding to HQ queries on the monthly accounting bundles within a reasonable time.
Ensuring proper filing and archiving system of all finance documents.
Acting as a focal point for internal and external audits; providing auditors with all necessary information and responding to their queries.
Following up on recommendations by auditors to ensure they are adhered to.

Ensuring high-quality cash management

Ensuring respect for the ACF finance procedures and Cash Management Policy at HEARO.
Identifying risks of fraud and corruption and setting up preventive and monitoring mechanisms.
Ensuring liquidity at HEARO and advising the HOD- Finance for the need of exchange operations.
Preparing the Treasury cash forecast on a bi-monthly basis in collaboration with the program, admin, and logistics departments and forwarding it to the HOD- Finance for review and validation.
Ensuring safekeeping of necessary cash and performing cash count as per set requirements.
Monitoring the correspondence between the Treasury cash forecast and the payments done.
Anticipating treasury risks and resolving these difficulties in advance.
Acting as a bank agent for cash collection, exchange operations, cheque collections & deposits, and other bank transactions on behalf of ACF.

Providing financial and budgetary managemen

Establishing the HEARO annual budget and forwarding it to the HOD- Finance for review and validation.
Producing, checking, and forwarding budget follow-ups (BFUs) to the coordination team and Program Managers before the 12th of every month.
Participating in the BFUs meetings with the program team to update the forecasts and revise the allocated expenditures.
Monitoring level of over/underspending per budget lines and providing timely feedback to budget holders.
Performing cost analysis and issuing budgetary alerts where necessary.
Producing and archiving of grants related documents according to the deadlines and formats required by funding bodies. (ie. Agreements, financial reports, etc)
Taking the lead in project audits by providing the requested support documents and responding to queries raised by auditors.

Payroll Management at HEARO

Staying up to date with Kenyan payroll regulations and providing advice to the HR team on matters to do with statutory regulations and compliance.
Reviewing HEARO payroll and verifying its arithmetic accuracy on the Homere HR software system.
Ensuring all payroll-related taxes, statutory deductions, and other deductions are calculated and processed correctly.
Ensuring that all adjustments to the payroll are adequately supported.
Preparing schedules in an Excel sheet and forwarding them to the Finance Manager and Head of Office for review.
Preparing and submitting all statutory returns ensuring accuracy and compliance. (ie. NSSF, HELB, NHIF, PAYE, NITA & Housing Levy)
Preparing and sharing deduction schedules with the relevant institutions. (Ie SACCOs and Insurances)
Supporting employees in filing their annual returns.

Regional Roles

Acting as a focal point for inter-mission recharges, performing monthly reconciliations with all the county missions.
Training and offering support to country missions concerning the new accounting system – Sylogist.
Supporting country missions during audits by providing support documents for payments done through HEARO.
Offering ongoing accounting system and administrative support to country missions.
Occasionally providing support to the Regional Finance Specialist team on various tasks as requested.
Any other duties as will be requested by the supervisor.

Requirements

Minimum Bachelor’s degree in Finance, Business Administration, or related field
Certified Public Accountant (CPA) Qualification
At least 5 years work experience in humanitarian sector
Strong Financial background (accountancy and financial management)
Excellent writing and analytical skills (ability to analyze budgets and make financial forecasts)
Proven ability to translate analysis and evaluation into operational planning and strategy
Good communication skills
Good influencing and negotiation skills
Significant experience in INGOs in recovery and complex emergencies
Good knowledge of donors’ guidelines and procedures.
Proven ability to work in multi-donor short term contract situations and ability to effectively juggle priorities to meet the needs of the mission