The purpose of the Country Finance and Administration Officer is to contribute to financial risk management, and provide
the financial, logistics and administrative support needed for the NorCross
Kenya Somalia country office.
Duties and Responsibilities
Strategic
- Coordinate
the financial and administrative functions of the country office in line
with Norwegian Red Cross rules and procedures.
- Support,
as necessary, Host National Societies’ capacity building as required on
financial management matters pertaining to operations and finance risk
management.
Operational
Budgeting
- Prepare
the NFO budget in coordination with relevant Field Office staff.
- Review
programme budgets as prepared by the Country Manager and Country Programme
Officer and ensure they are in line with NorCross budget policies.
- Perform
budget analysis as and when required.
- Working
with the regional finance team, assist in coordinating the Kenya Somalia
budget development and revision process.
Accounting
- Daily
accounting for the NorCross Field Office in compliance with NorCross
Operational Manual, including the Finance and Accounting Manual (FAM) and
the Regulations for Financial Control.
- Prepare
and present monthly financial reports to the Country Representative/the
Field Office management.
- Check
that IFRC and KRCS supplementary services invoices agree with supporting
documentation, and file relevant correspondence herewith.
- For
Field Offices also doing accounting for other Field Offices: Receive and
control monthly expenditure overview, and supporting documents before
posting this into Agresso.
- Filing
of documents according to guidelines in the Operational Manual/Finance and
Accounting Manual.
Reporting
- Prepare
monthly reconciliations of balance accounts related to the Office. Ensure
that the reconciliations are checked and signed by the Country Programme
Manager and sent to HQ.
- Provide
details of budget vs. actual expenditure to Country Programme Manager as
and when required and give advice on financial matters to make appropriate
decisions.
Compliance
- Ensure
that the accounting is done in compliance with the relevant back-donor
requirements on financial issues/financial management.
- Ensure
that the accounting is done according to deadlines set by HQ. Together
with the Country Programme Manager ensure control of the overall finance
and accounting tasks at the NorCross Field Office. Inform HQ on any delays
and/or changes.
- Highlight
any identified compliance matters to the Country Programme Manager and the
RFM.
- Prepare
financial statements for interim and annual audit in line with the annual
Audit Engagement Instructions from external auditor.
- Coordinate
the interim and annual audit of all programmes accounted for via the Field
Office.
- Support
the Country Programme Manager in the implementation of internal and
external audit recommendations (in accordance with the Field Office Plan
of Action based on the Annual Management Letter).
- Communicate
with auditors and national society to resolve any further issues of
regional office and HQ on matters relating to audit.
- Communicate
with Regional Office and HQ and obtain approval on the final Audit
reports.
Monitoring
- Ensure
that all project expenditure authorization process is as per approved
Matrix.
- Ensure
that all procurements are in line with Norcross policy and procedures at
the point of clearing the payments.
- Review
and analyze the monthly financial analysis report prepared and take
appropriate measures to clear issues of concern raised by country
managers/Case holders.
- Responsible
for the review of the NS returns, provide feedback where necessary to both
country manager and the NS in the areas of concerns.
- Perform
delegated responsibilities on all financial matters to ensure that
internal control is in line and effective as required.
- Perform
mid-year expenditure review against approved budgets.
If Cash Transfer
- Monitor
cash flow and keep Country Representative informed on liquidity.
- Check
that invoices are in accordance with goods/services delivered and set
conditions, and agree with supporting documentation (price quote, purchase
order, goods received note etc.)
- Under
direction from NorCross Representative, quality assure, advise and support
on budgeting and financial reporting from partners. Monitor and follow-up
of finance/admin related issues.
Modality
- Ensure
that programme advances to the NS are controlled and cleared with
acceptable documentation and vouchers.
- Work
closely with the National Societies/country finance officers to ensure
timely and quality reporting of advances
- If
required, provide support to the Regional Finance Manager in rolling out
the new financial working modality within the supported NSs.
If Cash Transfer:
- Assist
National society in preparation of Quarterly cash request and utilization
report, review the same and submit it to HQ.
- Monthly
spot check of NS for occurrence of expenses, expenses are in accordance
with budget and POA, validity of monthly reconciliations and outstanding
balances
Administration
- Assist
the NorCross Country Programme Manager to ensure that NorCross Procurement
guidelines, and if relevant further donor requirements, are adhered to
(for procurement of goods and services) and alert Country Programme
Manager / RO /HQ if this is not the case. Consult HQ logistics team when
relevant.
- Update
the inventory list for the Field Office plus NorCross residence every time
there is a change, at least twice annually. Make sure that every item is
properly tagged.
- Maintain
and update the Office Specific Information form for the Field Office.
- Make
travel arrangements including tickets, visas, hotel bookings, office
correspondences, minor purchases for Field Office staff and visitors.
- If
relevant, sit in/advise the Procurement Committee on major procurements in
line with NorCross’s Procurement Guidelines and donor requirements.
- Liaise
with IFRC/HNS for HR, Admin and Logistics/Fleet related matters.
Human Resources
- Responsible
for collection of time sheets from national staff of NorCross and forward
it to the IFRC HR for payroll
- Prepare
NorCross national staff finance payroll sheet and bank transfer letter
after review.
- Conduct
a financial review of hiring request for NorCross national staff and ToR’s
from the requesting department, confirm budget availability and the list
of people for the panel interview.
Treasury
- Prepare
payments and ensure necessary signatures/approvals.
- Administer
the petty cash according to NorCross’s procedures.
- Prepare
monthly petty cash reconciliations for sign off by the Country Programme
Manager.
Capacity building
- Develop
capacity of the finance team of National society district though
continuous monitoring and feedback on finance related queries.
- Perform
other relevant duties as assigned.
Collaboration
- Maintain
and ensure efficient communication and coordination with the Country
Programme Manager, the Regional Finance Manager, the Programme Finance
Coordinator, the Accounting Unit and others, at the National Office on
financial, administrative, logistic and HR issues.
- Cooperate
with finance and admin personnel in other parts of the RCM in the country
in order to minimize financial risk.
Minimum Qualifications
- Professional
qualification in accounting (Chartered accountant, CPA or equivalent)
- A
relevant degree in Accounting/Business
Administration/Commerce/Economics/Business Studies – accounting option (or
equivalent)
- At
least two years’ working experience in a humanitarian organization in a
similar role or an international accounting/audit firm would be an added
advantage
- Advanced
knowledge of accounting concepts, financial management and use of
reporting applications (e.g. Agresso and Advanced use of excel)
- Advanced
skills in computer productivity applications (Word, Excel, PowerPoint and
Outlook).
Desired Competencies
- Understanding
of internal control and treasury management concepts
- Ability
to analyze financial transactions.
- Proven
ability to engage discretely and tactfully with internal and external
stakeholders.
How To Apply
Interested candidates who meet the above qualifications
should apply strictly through https://www.redcross.or.ke/Careers so as to reach us not later than 11th April
2020;
Only shortlisted candidates will be contacted.
