Save the Children
Vacancy: Awards & Finance Officer
Position Code: SCI/AFIN OFF/WAJ-02
Team / Programme: Finance
Position Code: SCI/AFIN OFF/WAJ-02
Team / Programme: Finance
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.
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
Dimensions: 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.
Reports to: Finance Coordinator
Dimensions: 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:
Key Areas of Accountability:
Finance
- 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)
Accountability:
- 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
Ambition:
- 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
Collaboration:
- 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
Creativity:
- Develops and encourages new and innovative
solutions
- Willing to take disciplined risks
Integrity:
- 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 wajir.jobapplications@savethechildren.org by 30th June 2015.
Interested candidates are required to submit a CV and mandatory Cover letter to indicating the Position Code on the subject line wajir.jobapplications@savethechildren.org by 30th June 2015.