Job Title: Assistant Finance Officer
Hiring Organization: Lutheran World Federation
Location – Locality: Nairobi
Location – Region: Kenya
Industry: NGO
Job Type: Full Time
Salary: KES
Date Posted: 05/27/2024
The
Lutheran World Federation (LWF; German: Lutherischer Weltbund) is a global
communion .The Department for World Service is the LWF’s humanitarian arm. It
has programmes in 32 countries. The LWF is a member of ACT Alliance.
Job
Overview
The
Assistant Finance Officer – Grants supports the LWF Kenya-Somalia’s Budget and
Grants Management functions. This role requires a motivated, flexible,
problem-solving team player with strong analytical and interpersonal skills,
and the ability to prioritize activities and work within scheduled timelines.
The Assistant Finance Officer assists the Senior Finance Officer in managing
day-to-day budget and grants management tasks, ensuring compliance with donor
regulations and LWF requirements.
Key Responsibilities
Budget
Preparation and Monitoring:
Support
In Compliance And Policy Adherence
Assist in
ensuring budgeting practices comply with global LWF and donor procurement
policies.
Project
Budget Preparation
Collaborate
with program staff to assist in preparing or revising project budgets for new
proposals or modifications, ensuring adequate coverage of project operations
and HQ costs.
Help with
the setup and creation of new project codes upon receipt of project approvals.
Annual
Budget And Rolling Budget Updates
Assist in
preparing the fiscal year budget following LWF’s standard format to meet
required timelines.
Support
the regular update of the fiscal year budget to guide new donor proposals and
manage program growth or decline.
Support
To Project Accountants
Provide
timely, reliable, and accurate support in preparing working budgets, monthly
forecasts, monitoring expenditure, journal vouchers, budget reviews and
amendments, project reporting, and closure.
Assist in
reviewing and verifying expenditures of restricted projects to ensure adherence
to budgetary and donor requirements.
Monitor
Budget And Actual Expenses Of Restricted Grants
Maintain
a complete record of all pertinent documents of each project and coordinate
with other Finance Staff and various project leaders to ensure financial
implementation adheres to the project agreement.
Financial
Reporting and Grant Management:
Financial
Reporting
Assist in
the timely production of accurate and meaningful project finance management
reports.
Help
prepare reports in donor currency to ensure maximum utilization of budgeted
amounts.
Provide
analysis and respond to queries from senior management, HQ budget holders,
donors, and auditors.
Grant
Management & Reporting
Prepares
regular financial updates to guide Partners on project implementation and
expenditure, and checks the monthly financial monitoring statements submitted
by the Partners before uploading them into SAGE 300 ERP.Assist in preparing the
monthly Budget Versus Actual (BVA) reports and distributing them on time.
Support
the analysis of grants for the Senior Finance Officer and provide
recommendations for budget holders to ensure accurate grant spending.
Help
review budget spending plans and advise relevant staff on spending status.
Assist in
preparing and updating spending plans for all active grants.
Prepare
regular financial updates to guide Partners on project implementation and
expenditure, and review the monthly financial transactions submitted by the
Partners before uploading them into SAGE System.
Donor
Reporting
Assist in
preparing donor financial reports for all grants, ensuring compliance with
donor formats and timely submission.
Support
the review of donor financial reports prepared by the Senior Accountant.
Help
ensure accurate and timely submission of draft and final financial reports in
the grants management system.
Internal
Controls and Compliance:
Support
the implementation of internal controls, strategy, and plans required in Head
Office and project offices.
Help
verify and approve journal vouchers prepared by the finance officer.
Assist in
monitoring donor receivables and payables, ensuring receivables are collected
and reviewing donor payables.
Special
Audit Of Restricted Projects
Assist
with coordination and attend entry and exit meetings on audits of projects for
grants managed.
Act as a
key resource on queries from external auditors on restricted grants
Qualifications
Bachelor’s
degree in Finance, Accounting, Economics, or related field.
A partial
professional accounting qualification (CPA, CIMA, ACCA), at least Level 3.
At least
3 years’ experience financial Management in a large and busy Work environment
with vast experience in handling project Implementation/reporting for various
donors (EU, US government, UNHCR, etc) including management of Consortia’s
Strong
analytical and problem-solving skills.
Excellent
interpersonal skills and the ability to work effectively in a multicultural
team.
Experience
in financial planning, budgets, and donor reporting.
