Health Poverty Action (HPA) / Health Unlimited
Job title: Finance Officer
Duty Station: Nairobi
with occasional travel to the field (including Mandera)
Reporting to: Country
Programme Manager
Responsible for: Support of staff including HPA partners with finance
responsibility country-wide
About Health Poverty Action (HPA) / Health Unlimited: Health Poverty Action’s vision is a world in which the
poorest and most marginalised enjoy their right to health.
Health Poverty Action started working
in Kenya in 2011. In keeping with our mission of reaching the most
marginalised, we have delivered a number of successful reproductive, maternal
and child heath projects in Mandera County, North-East province of Kenya, one
of the most neglected and hard to reach areas of the country.
Our work in Kenya is built on working
in partnership with local NGO partners and local authorities, service providers
and participating communities, founded on in-depth understanding of local
culture and norms of the local context.
Globally, HPA works with communities
in 13 countries in Africa, Asia and Latin America to identify and address the
primary factors limiting their right to health.
These areas include, but are not
limited to, health system strengthening, disease control, health education,
harmful traditional practices and gender issues, income generation, food
security and nutrition, and water and sanitation.
Each year, through these programmes,
we are able to help tens of millions of the poorest people in the world improve
their health.
HPA is seeking to recruit a Finance
officer to join its existing team with various finance functions and to ensure
the smooth running of the finance office and to work closely with the existing
Finance, Admin and Program Departments both in Kenya and UK offices.
HPA is an equal opportunity employer
that values diversity at all levels (Minorities / Females / Veterans /
Individuals with Disabilities).
The following are the overall responsibilities of the Finance
Officer:
1. Financial accounting
a. Work closely with the London-based
Programme Finance Officer and Head of Finance to set up chart of accounts and
strengthening the finance systems for projects in Kenya ensuring they meet HPA,
Donor and the Kenyan Government requirements;
b. Supervise the finance team (both
in HPA and local partners) to perform all day to day accounting tasks using
Quickbooks accounting software;
c. Process invoices and claims
ensuring the coding, authorisation and payment details are correct and initiate
payments;
d. Manage all bank and control
accounts including performing monthly reconciliations, following up on any
reconciling items, and processing changes to bank accounts;
e. Manage the monthly and year-end
reporting process ensuring that all required reports are submitted to the HPA
London office in a timely manner;
f. Ensure cash flow is well managed
and that reports and transfer requests are submitted to the HPA London office
or in-country donor in sufficient time;
g. Produce and analyse monthly budget
Vs actual reports and cash flow forecasts. Seek explanations for variances,
highlight potential problems and make recommendations where appropriate;
h. Assist in the preparation of
financial information for donor reports including providing supporting
documentation as and when required;
i. Prepare monthly, quarterly and
yearly consolidated accounts to enable management to have an overview of the
financial position of the office;
j. Undertake general financial
administrative duties including liaison with key stakeholders including donors
(as agreed with the London Office), auditors (internal and external) and bankers;
k. Manage the monthly payroll process
including the calculation of all local benefits and tax deductions. Ensure
salaries and associated taxes are paid on a timely basis with appropriate
supporting documentation;
l. Manage all internal and external
audit engagements including liaising with audit staff, agreeing audit
timetables, preparing required documentation and answering all audit queries on
a timely basis. Maintain records of all audit reports and management letters
and prepare action plans to implement audit recommendations. Ensure that all
recommendations and changes are fully implemented and report to London on any
outstanding actions on a periodic basis;
m. Manage any financial audits
conducted over partner organizations including agreeing audit objectives,
timetable and deliverables, and ensuring any findings are appropriately
monitored and resolved;
n. Implement and maintain an
effective filing system to ensure that all financial and administrative records
are easily accessible and readily available.
2. Financial management system
a. Establish and maintain effective
procedures and systems for financial management and control in compliance with
HPA and donor requirements;
b. Work with HPA London staff to
establish monitoring and reporting systems for complex multi-donor projects;
c. Ensure regular reports on asset
use are received from the Logistics department and reconciled to the financial
information;
d. Ensure appropriate policies and
procedures are in place, and that the Finance Manual is regularly updated.
Contribute to the update of Procurement Manual and the Organisation Operations
Manual on a regular basis.
e. Identify, assess, monitor and
manage financial risks for HPA in Kenya on an on-going basis ensuring all
high-rated risks are appropriately escalated to management and appropriate
actions are implemented to mitigate risks where possible.
3. Compliance
a. Ensure HPA in Kenya complies with
all relevant Kenyan laws and regulations including, but not limited to, tax
legislation;
b. Ensure HPA in Kenya complies with
all donor requirements relating to financial, administrative and logistical
tasks;
c. Manage the timely submission of
reports and returns to the NGO Board and the Kenya Revenue Authority (KRA); and
d. Monitor compliance with all
relevant policies and procedures on an on-going basis and follow up on any
instances of non-compliance.
4. Training, Support and Advice
a. Effectively manage the Finance
staff of both HPA and local partners, including providing coaching/training,
site visits, documents and systems reviews, and on-going constructive feedback
to ensure staff are continually improving;
b. Provide or recommend as
appropriate training and communication in relation to the policies and
procedures to be followed by all staff on a regular basis;
c. Identify and assist in meeting the
financial training needs of local staff.
d. Work with Programme Manager,
project teams and partners, to set up accounting systems and procedures that
are required by HPA. Monitor work, highlighting any shortfalls and agree
required management actions with relevant staff.
5. Budgeting
a. Co-ordinate and lead on the
budgeting and forecasting processes, liaising with Programme Manager, project
managers, HPA London staff to ensure that procedures are understood and
timetables communicated;
b. Support programme staff in the
production of project budgets and proposals, advising on assumptions, risks and
opportunities contained within the budgets;
c. Lead on the development of annual
country budget.
d. Provide support in budget
development for new proposals.
6. Other
a. Represent HPA at relevant external
meetings and maintain good working relationships with selected
government/private agencies and key business associates as required.
b. Contribute to the development of
HPA as part of the senior management team in Kenya.
Person Specification
Essential
·
A degree in accounting or finance
with CPA section IV or equivalent certificate in accounting / finance or a
professional qualification from a recognised accountancy body;
·
Experience of international NGO
finance, including knowledge of institutional donors (e.g. EC, DFID, etc.);
will be an added advantage.
·
Experience in leading a team in a
busy finance department;
·
Good Excel and analytical skills;
·
Organised, methodical and able to
work to deadlines under pressure;
·
Knowledge of financial software
(QuickBooks);
·
Knowledge and practical experience of
working in the Kenyan Financial system;
·
Able to work effectively with limited
resources, including managing working relationships remotely;
·
Excellent communication skills
including ability to effectively communicate over Skype and email; and discuss
finance with non-finance staff in simple everyday language.
·
Passionate commitment to HPA’s aims
and objectives.
Desirable
·
Experience of multiple donor funding
(match/co-funding)
·
Complete and experience with Kenya
income tax laws and payrolls.
·
Extensive knowledge of QuickBooks
accounting system.
How to Apply:
Interested
candidates should submit their current CV and a statement explaining how they
meet the selection criteria for the position to jobs@healthpovertyaction.or.ke quoting the job title “Finance Officer
– Nairobi”.
Applications will be accepted and
reviewed on a rolling basis with a final dead line of 5th February 2017.
Only shortlisted applicants will be
contacted.