Awards & Finance Officer Job in Kenya

Save the Children

Vacancy: Awards & Finance Officer

Position Code:

Team / Programme:

Location: Wajir

Grade:  4

Post Type: National  (1 year contract with possibility of extension)
Child Safeguarding: Level 3 - the responsibilities of the post may require the post holder to have regular contact with or access to children or young people.

Role Purpose:
 The Awards & Finance Officer will support the Finance officer in delivering the Finance teams’ objectives in a timely and accurate manner. 

He/she will, ensure that processing and reporting deadlines are fully met; financial controls and procedures are strictly adhered to by all field office staff.

Scope of Role: 

Reports to:
 Finance Coordinator  

 Save the Children has been operational in Kenya since the 1950s, providing support to children through developmental and humanitarian relief programmes delivered both directly and through local partners. 

Current programming focuses on child protection, child rights governance, education, health, HIV/AIDS, livelihoods, nutrition and WASH. In 2012, as part of a global reorganization process, Save the Children combined the programmes of SC UK, SC Canada and SC Finland to create a single operation in Kenya. 

In Feb 2014, we completed a second transition, which saw us join forces with the British INGO, Merlin, and merge their health and nutrition programmes with our own. 

Save the Children now has an operational presence in Bungoma, Dadaab Refugee Camp, Garissa, Mandera, Turkana and Wajir and we work through partners in many other parts of the country. 

We employ nearly 300 staff and will have an operating annual budget in 2015 of approximately US$20-25 million
Staff directly reporting to this post: None

Key Areas of Accountability:
  • Assist the finance coordinator in maintaining a robust and adequate financial internal control systems and cash management across the field office in line with SCI’s Finance Manual, Awards management and good accounting practices.
  • Assist the finance coordinator to manage Agresso processes and review all the GLACOS spreadsheets for accuracy and ensuring that data is submitted to Nairobi office on or before the set deadline for processing.
  • Verify the accuracy, validity, legitimacy of all payments completeness of financial documents, (purchase requests, work orders, pro forma invoices), proper coding and approval by responsible managers before payments are made while ensuring SAVE THE CHILDREN  creditors are paid promptly.
  • Induct new staff into SCI financial policies and procedures applicable in the field offices and ensure that changes in policies are communicated to staff at all levels.
  • Adhere to the Finance diary including Monthly Management Controls (MMCs) for field offices, ensuring that all deadlines are met and submissions made to Nairobi Office.
Reporting and Financial Analysis
  • On a monthly basis, analyse trends, document the variance commentary and communicate to the budget holders of the country office
  • Ad hoc analysis required by the country office budget holders that will help better manage all the revenue streams, e.g. award funds, other private funds and expense trends and details
  • Ensure timely preparation and submission of financial reports to donors in compliance with donor guidelines and contractual agreements
Grants Management
  • Support the development of new proposals, in particular, with respect to budget development;
  • Develop phased budgets in collaboration with programme managers and liaise with country office awards to ensure  that budgets posting is timely
  • Manage and update the master budget for Wajir with the Finance coordinator, and pro-actively highlight gaps;
  • With support of finance coordinator, create an accountable system for billing staff across grants which ensures full expenditure of each salary line by the close of grants;
  • Provide managers with information on the funding pipeline for each staff position;
  • In liaison with programme managers Coordinate and chair awards opening and closing meetings in Wajir, ensuring minutes are taken and shared with the awards team in Nairobi
  • Coordinate the monthly Awards Review Process, including chairing the monthly BVA review meetings in Wajir;
  • Support capacity building of programme coordinators and managers in grants management;
  • Provide support to budget holders in reviewing and understanding monthly financial budget monitoring reports and follow up on any recommended changes.
  • Support the team with audit process and ensure that audit recommendations are followed up & implemented in good time and field staff fully understand and comply with the standard financial procedures.
  • Review GLACOS for accurate coding before posting.
  • Check that reversals/recharges/recordings requested by budget holders are completed and communicated to the awards immediately for posting
  • Ensure that grant closure is being dealt with correctly and that no charges are made to closed grants.
  • Follow up on monthly staff timesheets and reconcile staff effort reporting.
  • Ensure that staff salaries are posted.
Policy & Donor Regulations Compliance
  • Assist Wajir office in day to day compliance and award financial management issues. 
  • Gather information from Kenya Office Awards Team and/or other units within Finance in resolving an issue related to compliance.
  • Work closely with the Awards team in ensuring donor compliance amongst the implementing partners at the field level.
Skills and Behaviours (our Values in Practice)
  • Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
  • Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved
  • Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same
  • Widely shares their personal vision for Save the Children, engages and motivates others
  • Future orientated, thinks strategically
  • Builds and maintains effective relationships, with their team, colleagues, members and external partners and supporters
  • Values diversity, sees it as a source of competitive strength
  • Approachable, good listener, easy to talk to
  • Develops and encourages new and innovative solutions
  • Willing to take disciplined risks
  • Honest, encourages openness and transparency
Qualifications and Experience
  • Bachelor of Commerce or Business Studies degree or equivalent certification and experience.
  • Professional qualifications in Accounting (CPA II  section finalist)
  • Recommended a minimum of 3 years experience in a in budget setting and grants management in INGOs, Accounting & financial management.
  • Familiar with major donor reporting including EC,USAID,DFID, ECHO etc
  • Strong working computer skills especially in accounting packages.
  • Highly developed interpersonal and communication skills including influencing, negotiation and coaching
  • Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures
  • Strong results orientation, with the ability to challenge existing mindsets
  • Experience of solving complex issues through analysis, definition of a clear way forward and ensuring buy in
  • Ability to present complex information in a succinct and compelling manner
  • Ability and willingness to dramatically change work practices and hours, and work with incoming surge teams, in the event of emergencies
  • Fluency in English, both verbal and written, preferred
  • Commitment to Save the Children values

How to Apply
Interested candidates are required to submit a CV and mandatory Cover letter to indicating the Position Code on the subject line by 30th June 2015.