Job Title: Finance Officer
Hiring Organization: Hivos
East Africa
Location – Locality: Nairobi
Location – Region: Kenya
Industry: NGO
Job Type: Full
Time
Salary: KES
Competitive
Date Posted: 03/25/2024
Job Context
Hivos is
looking an experienced Finance Officer who can be a valuable member for the
VOICE Program to support in delivery of results on programs. The FO is also
part of the Hub EA finance community to ensure finance processes and procedures
are rolled out at regional level in a consistent and standardized manner.
The candidate we’re looking for must also be able and willing to support
partners in strengthening their financial administrative knowledge and
capacities. She/he/they ensures contracts with partners are signed, progress
and deliverables are met, concerns and challenges are raised, and payments are
made on a timely basis.
The FO works closely with program colleagues in maintaining open channels of
communication with contracted partners to ensure program delivery and support.
Close collaboration and direction can be expected from several finance
colleagues, both within and out of Hub EA region. The FO is responsible for
upholding Hivos’ values and principles and translating them into practice.
Your
responsibilities
Budget
design:
- Prepares
Hivos’ own activity and implementation budgets.
- Supports
partners in developing financial plans as needed.
- Provides
input and ideas to the overarching management team on financial formats
and reporting schemes
Participatory
assessment
- Assesses
financial-administrative aspects of organizational level and joint plans,
in line with requirements and procedures, and prepares feedback and advice
for improvements
- Participates
in participatory assessment teams, bringing in their specific
financial-administrative knowledge.
- Share
and Review partner assessment with RFM and discuss a capacity building
plan if needed.
Capacity
strengthening
- Conduct
start up/inception sessions with partners to ensure contractual
responsibilities are understood, and develop capacity building plan as
required.
- Supports,
guides and coaches partners in strengthening their
financial-administrative capacities.
- In
regular communication with partners to respond to questions relevant to
funded programs.
Partner
contract management & financial monitoring
- Prepares
contracts with partners, in coordination with the project officer and in
line with agreed plans
- Administers
funding-streams, and monitors implementation of budgets contracts in terms
of ‘rights and obligations’ to comply with.
- Follows-up
on reporting cycles and prepares internal and external financial program
and project statements.
- Assesses
financial reports and supporting documentation of partners, and ensures
compliance with donor guidelines and requirements
- Holds
regular meetings with partners to ensure financial requirements and other
risk-based grant management procedures are being met, and any
project-affected issues are discussed and resolved.
Income
statements
- Reviews
and administers revenue and expenditure and income statements for
individual implementation contracts assigned to Hivos, according to donor
and Hivos regulations and procedures
Quality
improvement
- Advises
and supports the overarching management team about the improvement of
formats and ways of working, in order to enhance accounting and reporting
methods and capabilities on both the organization and the individual
level.
- Participates
or leads queries or investigations related to identified cases of
irregularities or fraud.
Donor
Reporting & Audit Support
- Prepares
financial reports for external auditors and donors and coordinates project
audits from start to finish, including being available to answer questions
and communicate directly with partners on requests.
Local
Compliance
- Liaise
with relevant authorities and financial institutions to ensure Hivos is
compliant with local tax and legal regulations.
Systems
support (All Solutions)
- Enters
all relevant financial data into the project administration system
Office management & other support - Support
office set-up, oversee cash management and liaise with relevant
authorities and financial institutions to ensure Hivos is compliant with
local tax and legal regulations.
- Supports/leads
on other programs when there is work overload and covers absences for
other finance staff within Hub EA as needed.
- Supports
non-program related tasks as may be requested by Hub EA Finance if
required.
- Financial
administration duties including supplier payments and reconciliations;
staff advances management; Posting transactions on the All Solutions
finance
- system
and bank & other balance sheet monthly reconciliations
Other tasks as requested by RFM and project FM.
Your
profile
- Degree
in finance, accounting, business economics or related / similar field.
- A
holder of CPA, ACCA or related certification.
- Affinity
with finances and administration: accounting, business economics and
project/ program finance management.
- Excellent
critical analysis skills.
- Minimum
of five years working experience.
- Extensive
experience working with partner grant-management, project financial
monitoring & management and compliance experience.
- Previous
experience with supporting or leading an audit required.
- Work
experience in complex operational environments and with a range of
external stakeholders.
- Previous/current
work experience in an international environment, with an international
organization is a must.
- Able
to work with colleagues and stakeholders from a diverse background, and
cultures.
- Job
skills: collaborative & communicative, proactive, structured and
organized, flexible, can work independently & remotely with teams,
able to meet deadlines, able to multi-task, strong team player &
culturally sensitive.
