Job Title: Finance Officer
Hiring Organization: Action
Against Hunger
Location – Locality: Nairobi
Location – Region: Kenya
Industry: Non
Profit
Job Type: Full
Time
Salary: KES
Date Posted: 04/16/2024
The
Finance Officer will be responsible for the day-to-day management of the
financial transactions and procedures of the organization. S/he will also
provide support to the Finance Head of Department & occasional work with
& support the Regional Finance Specialist. The Finance officer will work
under the guidance and direct supervision of the Finance Head of Department.
The
Finance Officer’s role has the following purpose, engagement and delivery:
Purpose
The
Finance Officer will be responsible for executing day-to-day HEARO financial
transactions and managing HEARO budgets by ensuring financial data accuracy,
effective and efficient utilization of resources in line with the
organizational and financial management policies, procedures as well as the
donor policies and guidelines.
Engagement
The
Finance Officer will work collaboratively with the Finance Head of Department
to ensure the issuing of accountancy bundles is timely, accurate, and complete.
Program Managers by sharing and discussing BFUs, and all other staffs by
sharing knowledge and awareness with respect to budget methodologies, policies,
internal control policies and procedures.
S/he will
also work with the logistics and administration team to ensure compliance with
the procurement policies and procedures.
S/he will
engage with other finance officer and head of finance departments in other
mission during audit support and intermission engagements.
Delivery
By timely
submission of accurate accountancy bundles, sharing of BFUs within adequate
period and ensuring HEARO is compliant with internal policies, IFRS and
Government regulations. S/he will promote high standards of integrity and
accountability on the utilization of organizational resources.
Ensuring
high-quality accounting
- Disseminating
information about accounting procedures to HEARO Staff & country
offices and ensuring compliance.
- Recording
all monthly commitments and recharges ensuring correctness of accounting
and analytical entries.
- Verifying
bankbooks and performing bank reconciliations before the 5th of every
month.
- Setting
up proper budgets and other accounting parameters on the accounting
software.
- Processing
payments promptly ensuring compliance with ACF payment policies.
- Preparing
and updating the share cost tool regularly and reviewing 4 class accounts
thoroughly.
- Sharing
accurate and complete monthly accounting bundles with the HQ team before
the 12th of every month.
- Responding
to HQ queries on the monthly accounting bundles within a reasonable time.
- Ensuring
proper filing and archiving system of all finance documents.
- Acting
as a focal point for internal and external audits; providing auditors with
all necessary information and responding to their queries.
- Following
up on recommendations by auditors to ensure they are adhered to.
Ensuring
high-quality cash management
- Ensuring
respect for the ACF finance procedures and Cash Management Policy at
HEARO.
- Identifying
risks of fraud and corruption and setting up preventive and monitoring
mechanisms.
- Ensuring
liquidity at HEARO and advising the HOD- Finance for the need of exchange
operations.
- Preparing
the Treasury cash forecast on a bi-monthly basis in collaboration with the
program, admin, and logistics departments and forwarding it to the HOD-
Finance for review and validation.
- Ensuring
safekeeping of necessary cash and performing cash count as per set
requirements.
- Monitoring
the correspondence between the Treasury cash forecast and the payments
done.
- Anticipating
treasury risks and resolving these difficulties in advance.
- Acting
as a bank agent for cash collection, exchange operations, cheque
collections & deposits, and other bank transactions on behalf of ACF.
Providing
financial and budgetary managemen
- Establishing
the HEARO annual budget and forwarding it to the HOD- Finance for review
and validation.
- Producing,
checking, and forwarding budget follow-ups (BFUs) to the coordination team
and Program Managers before the 12th of every month.
- Participating
in the BFUs meetings with the program team to update the forecasts and
revise the allocated expenditures.
- Monitoring
level of over/underspending per budget lines and providing timely feedback
to budget holders.
- Performing
cost analysis and issuing budgetary alerts where necessary.
- Producing
and archiving of grants related documents according to the deadlines and
formats required by funding bodies. (ie. Agreements, financial reports,
etc)
- Taking
the lead in project audits by providing the requested support documents
and responding to queries raised by auditors.
Payroll
Management at HEARO
- Staying
up to date with Kenyan payroll regulations and providing advice to the HR
team on matters to do with statutory regulations and compliance.
- Reviewing
HEARO payroll and verifying its arithmetic accuracy on the Homere HR
software system.
- Ensuring
all payroll-related taxes, statutory deductions, and other deductions are
calculated and processed correctly.
- Ensuring
that all adjustments to the payroll are adequately supported.
- Preparing
schedules in an Excel sheet and forwarding them to the Finance Manager and
Head of Office for review.
- Preparing
and submitting all statutory returns ensuring accuracy and compliance.
(ie. NSSF, HELB, NHIF, PAYE, NITA & Housing Levy)
- Preparing
and sharing deduction schedules with the relevant institutions. (Ie SACCOs
and Insurances)
- Supporting
employees in filing their annual returns.
Regional
Roles
- Acting
as a focal point for inter-mission recharges, performing monthly
reconciliations with all the county missions.
- Training
and offering support to country missions concerning the new accounting
system – Sylogist.
- Supporting
country missions during audits by providing support documents for payments
done through HEARO.
- Offering
ongoing accounting system and administrative support to country missions.
- Occasionally
providing support to the Regional Finance Specialist team on various tasks
as requested.
- Any
other duties as will be requested by the supervisor.
Requirements
- Minimum
Bachelor’s degree in Finance, Business Administration, or related field
- Certified
Public Accountant (CPA) Qualification
- At
least 5 years work experience in humanitarian sector
- Strong
Financial background (accountancy and financial management)
- Excellent
writing and analytical skills (ability to analyze budgets and make
financial forecasts)
- Proven
ability to translate analysis and evaluation into operational planning and
strategy
- Good
communication skills
- Good
influencing and negotiation skills
- Significant
experience in INGOs in recovery and complex emergencies
- Good
knowledge of donors’ guidelines and procedures.
- Proven
ability to work in multi-donor short term contract situations and ability
to effectively juggle priorities to meet the needs of the mission